Job Title: Administrative Secretary
Department: Community Services and Family Supports
Reports to: Director, Community Services
Salary Level: $31,919 – $42,774 (DOE)
SUMMARY OF POSITION:
The Administrative Secretary will support the Director of Community Services and Family Supports by performing administrative and office support activities. Completes administrative functions related to special projects and daily operations.
ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following:
• Word processing and development of written correspondence
• Coordinate and manage calendars for team meetings, department level trainings and events
• Organize data into written reports and spreadsheets
• Develop presentations including visual aids
• Develop systems for filing and maintaining essential department documents
• Coordinate mass mailing campaigns
• Field telephone calls and responds to inquiring on behalf of CSFS Director
• Receives and directs visitors
• Create and revise office systems and procedures by analyzing operating practices and recordkeeping methods.
• Maintain supplies inventory by checking stock to determine inventory level and anticipating needed supplies
To perform this job successfully, an individual must be highly skilled in each duty including maintaining timelines and organization. An individual must also be proficient in the use of computer applications. The requirements listed above are representative of the knowledge, skill, and/or ability required. A minimum typing speed of 45 wpm. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
ADDITIONAL SKILSS AND QUALIFICATIONS:
Project management skills, report skills, administrative writing and strong communication skills, Microsoft Office skills, managing processes, organization, analyzing information, professionalism, problem solving, supply management, inventory control, proficient in internet research abilities, and able to multi-task.
EDUCATION and/or EXPERIENCE:
High School Diploma and 3 years clerical experience or a B.A. Degree and 1 year of experience. Bilingual preferred (English/Spanish).
Ability to read, analyze and interpret common scientific and technical journals, financial reports, and legal documents. Have the ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to effectively present information to top management, public groups, and/or board of directors.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and draw and interpret bar graphs.
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk to hear. The employee frequently is required to stand, walk, sit, and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.