Description

Job Title: Secretary Position Code: A05N Non-Exempt

Department: Administration Salary Grade: B7 Acct Code: 000001

Position Category (330): Position Category (RPHCA):

Management and Support Staff L30a Administrative Staff

The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

A. Position Summary

Under the direct supervision of the Executive Assistant and under general supervision of Department Supervisors, performs a variety of administrative and staff support duties for a specified unit/department, which require a range of skills and knowledge of organizational policies and procedures. Assists and directs visitors, and refers administrative problems and inquiries to the appropriate department.

B. Essential Duties And Responsibilities

1. Coordinates and performs a range of staff and/or operational support activities; serves as a liaison with other operating units in day-to-day administrative and operational activities;
2. Provides administrative/secretarial support for the organization such as answering telephones, assisting visitors, and referring a range of administrative problems and inquiries;
3. Operates personal computer to compose and edit correspondence and/or memoranda from dictation or verbal direction;
4. Prepares or assists with the entering of data for statistical and narrative reports; performs basic information gathering and data entry, as specifically directed, and in accordance with pre-established procedures;
5. Prepares requisition of supplies, and/or stock and capital equipment inventories;
6. Sorts, screens, reviews and distributes incoming and outgoing mail; composes, prepares or ensures timely responses to a variety of written inquiries;
7. Requisitions supplies, printing, maintenance, and other services;
8. Performs miscellaneous job-related duties as assigned;

Requirements

C. MINIMUM EDUCATION AND EXPERIENCE

1. High School Diploma or GED;
2. Three to five years of experience directly related to the duties and responsibilities specified;

D. LICENSES/CERTIFICATIONS REQUIRED

1. Must have valid NM driver’s license and reliable personal transportation;

E. KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

1. Ability to communicate effectively, both verbally and in writing;
2. Organizing and coordinating skills.
3. Receptionist skills;
4. Word processing and/or data entry skills;
5. Knowledge of general accounting principles;
6. Database management skills;
7. Records maintenance skills;
8. Ability to enter data, and compile information, and prepare reports;
9. Knowledge of supplies, equipment, and/or services ordering and inventory control;
10. Knowledge of and familiarity with compliance programs, and ability to cooperate fully and comply with laws and regulations;

F. Age of Patients Served

None

G. Working Conditions

A person in this position has to be able to prioritize and respond to the diverse demands of the position. There are frequent opportunities to relax from any physical exertion, change position in work activities, or break from computer application tasks.

1. Physical Effort and Dexterity: Good dexterity to operate personal computer and office equipment. Occasional lifting and carrying related to office duties.
2. Machines, Tools, Equipment required to be operated: Capable of using office machines and personal computers for word processing, data entry and spreadsheet applications.
3. Visual Acuity, Hearing, and Speaking: Must be able to read a computer monitor and outputs accurately. Must be able to communicate clearly and accurately for work and safety compliance.
4. Environment/Working Conditions: Work is mostly inside an office in a controlled environment. Normal office safety precautions and practices are required Work regularly scheduled Monday-Friday, although weekends and evenings may be required to meet with members of the Board of Directors and meet deadlines.