Hourly Secretary

To perform this job successfully, an individual must be able to perform each essential function satisfactorily, with or without reasonable accommodations. The requirements listed below are representative of the knowledge, skills, training, education, responsibilities, abilities; the machines, tools and equipment used; background; and any licenses or certifications required. Physical, punctual, reliable, and predictable regular attendance is an essential job function to perform the essential duties and responsibilities of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Job Summary

Provides secretarial services for the department. Assists in maintaining schedules of meetings and deadlines for the department director. Under the supervision of the department director, the hourly secretary is helps provide a courteous and efficient operation of the department. Attendance, physical presence, and timeliness are required and are essential functions of this position.

Essential Functions

• Sorts, separates and distributes incoming mail, products or material in prescribed manner. Orders and maintains office supplies as needed. Prepares inter-office vouchers and requisitions. Transcribes dictation including correspondence, reports, notices and recommendations. Welcomes visitors and arranges for their needs and screens callers in accordance with predetermined policy. Places and receives telephone calls, records messages and redirects inquiries for proper attention.
• Uses office machines including personal computers, scanner, and 10-key.
• Creates/manipulates files in PDF, Excel, and Word and other similar platforms.

Non-Essential Functions

• Other duties as assigned

Required Education and Qualifications
High school diploma or equivalent.

Required Prior Experience
Prior office work and customer service experience preferred.

Required Knowledge and Skills

• Working knowledge of computer software programs such as the Microsoft Office Suite programs and the Google Doc platform.
• Strong spreadsheet experience and knowledge.
• Minimum 55 wpm keyboard skill preferred.
• Basic reading, writing, and math skills.
• Strong organizational skills.
• Task oriented and driven for accuracy.

Assigned Decision Making
Makes decisions within guidelines and procedures.

Interactions with Others
Interacts with various employee and community groups.

Supervisory Responsibility
N/A

Budget Responsibility
N/A

Working Environment
Standard office conditions. Deals with multiple supervisors. Works on multiple assignments with deadlines. Handles concerned patrons and deals with frequent interruptions.

Physical Requirements �
Requires the ability to sit, stand, walk, stoop, kneel, crouch or crawl. Ability to reach with hands and arms, use hands to finger, handle or feel. Ability to talk or hear. Vision abilities include close vision, distance vision, color vision and ability to focus. Physical demands require moving and lifting supplies, equipment, etc. up to 25 pounds and occasionally lift and/or move up to 50 pounds.

Note: The list of essential and marginal functions and of physical requirements is not exhaustive and may be supplemented in accordance with the requirements of the job.