Secretary

POSITION: Secretary

REPORTS TO: CENTER DIRECTOR

PAY RANGE LEVEL: 8.0

PROGRAM FUNDS: GAA N/A WIC N/A HS N/A MHS N/A CWR N/A

TIME ALLOCATIONS: CORP. 100% FIELD SITES N/A KITCHEN N/A WIC N/A CWR N/A

FLSA STATUS: EXEMPT

GENERAL POSITION SUMMARY:

Under the direct supervision of the Center Director provides general clerical support to administrative unit of the program.

ESSENTIAL JOB RESPONSIBILITIES:

PERFORMANCE INDICATORS

Administrative and Clerical Support (100%)

• Receives, screens, and refers incoming telephone calls, correspondence and visitors.
• Provides general clerical support, including typing duplicating, and collating, document formatting, mailing, filing, screening incoming calls and correspondence.
• Prepares memorandums, business correspondence, reports, special projects, and records such as agenda, notices, minutes, and resolutions for meetings, etc., as directed.
• Assists with travel arrangements and events coordination.
• Maintains inventory of office supplies and equipment, ordering as needed.
• Maintains and operates various office machines, including, but not limited to photocopier, typewriters, FAX, personal computer, as assigned.
• Evaluates office procedures and recommends changes to increase efficiency.
• Initiates and creates databases and use of other computer technologies to increase efficiency of operations.
• Opens and distributes incoming mail, posts outgoing mail, posts incoming checks and ships overnight packages.
• Assists in data collection and organization of projects.
• Updates Agency Administrative forms as assigned.
• Supports the submission of vehicle mileage reports and DMV registrations for Agency.
• Completes and submits accurate and timely reports as assigned.
• Participates fully and works cooperatively as a team member; addresses complaints and works to resolve problems effectively and efficiently.
• Maintains confidentiality with respect to information and records concerning children, families and staff.
• Supports the Agency Safety program.
• Other duties as assigned.

SECONDARY FUNCTIONS:

• May train other clerical support personnel.
• Overall responsibility for overseeing cleanliness of immediate area.
• Runs errands outside of the office, if needed.
• Other duties as assigned.

MINIMUM REQUIREMENTS:

• High school diploma or General Education Degree (GED); two years of related experience. Prefer formal coursework in general business computer applications.
• Bilingual, bi-literate, English/Spanish, English/Punjabi, English/Hmong, and/or other language ability highly desired.
• State regulations require a physical examination, current tuberculosis test, and verified fingerprint and criminal records clearance before beginning work.
• Possession of a valid drivers' license; current personal vehicle insurance or safe driving record sufficient to ensure insurability through Agency policy.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• 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.
• Ability to understand and use a variety of computer applications and appropriate software, including spreadsheets, word processing; and workplace electronic technology, including Internet access, and e-mail.
• Advanced personal computer skills including, but not limited to: design and develop databases; and advanced graphics design applications, document editing and formatting, creating reports, drafting word documents and spreadsheets and desktop publishing.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, diagram, or schedule form.
• Ability to deal with problems involving several concrete variables in standardized situations.

Requirements by Percentage of the Workday