Secretary

Responsibilities

Secretaries are responsible to the Office Manager/Office Administrator for assisting in the achievement of the aims and goals set forth for the division. They are responsible for the functions assigned to them being performed in accordance with the policies and procedures of the company. Their responsibilities include, but are not limited, to the following:

• Answer telephone, take and forward messages - May answer routine questions or followup on routine requests.
• Direct calls to proper personnel.
• Greet visitors, ascertain nature of business, and conduct visitors to appropriate personnel.
• Insure assigned calendar items (daily, weekly, monthly) are performed accurately and on schedule.
• Maintain and set-up filing systems in the areas of, but not limited to:
• Payroll files.
• Personnel files.
• Prepare weekly payroll.
• Proof all employee forms and assure that they are completed accurately.
• Provide applications to new applicants and offer assistance in completing them.
• Monitor and control inventory; maintain and set up filing system for inventory.
• Order forms and supplies.
• Responsible for division address and Nextel equipment assignment additions and corrections.
• Assign work order tickets as needed, set up and maintain work order files, clear work order invoices, and prepare work order billing.
• Work closely with service work personnel to assure that all paper work concerning service work is processed promptly and correctly.
• Clear expense code invoices for payment.
  
  

Prepare, archive and transmit documents and materials including but not limited to:

• General correspondence.
• Weekly Vehicle Usage Report.
• Monthly Vehicle Assignment Report.
• Adherence to the Company’s established policies concerning, but not limited to:
• Division Calendar to assure that weekly, monthly and quarterly schedules are met.
• Division Office Operations Procedures (General Policies and Operating Procedures).
• Vehicle usage.
• Report on company Hazard Communication Program.
• Report on company Substance Abuse Program.
• Archive policies concerning suppliers.
• Perform additional assignments per OM/OA’s direction.
  
  

Position Requirements

Licenses: Current driver’s license if required by job conditions; applicable federal, state and local licenses as required by job conditions or by the company.

Certifications: Applicable federal, state and local certifications as required by job conditions or by the company.

Education: High School Graduate, holder of G.E.D., or equivalent Watson training.

Experience: Required or necessary experience and/or training to assure all aspects of position are performed efficiently and productively while operating in accordance with policies and procedures of the company.

Working Conditions

• All work is performed in the office environment.
• Able to work 40 hours per week, overtime as required, night shifts; work out of town if needed.
  
  

Skills

• Plan and coordinate an entire activity.
• Evaluate information and analyze problems logically to develop solutions.
• Take and follow orders.
• Present information effectively.
• Keep confidential information secret.
• Express ideas clearly to others.
• Work with figures quickly and easily.
• Deal with people in actual job duties beyond giving and receiving instructions.
• Work independently.
• Understand the meanings and relationships of words and use language effectively.
• Work with numbers accurately to review budgets, materials, and time schedules.
• Make decisions based on personal judgment.
• Perform a variety of office duties, which may change often.
• Perform repetitive tasks.
• Deal with people in actual job duties and have agreeable working relationships.
• See details and recognize errors in written material, including punctuation and spelling, numbers, charts, or tables.
• Communicate well.
• Possess computer skills.
• Possess good telephone manners and speak well on the telephone.
  
  

Physical Function

• Hear and see well (either naturally or with correction).
• Sit for long periods of time.
• Speak clearly.
• Work skillfully with hands.
• Coordinate the use of eyes, hands and fingers.
• Repetitive use of arms, hands and fingers.
• Bend and stoop.
  
  

This description covers the principal duties and responsibilities of the job. The description shall not be interpreted as a complete listing of all miscellaneous, incidental or similar duties, which may be required from day to day.

Watson Electrical Construction Company LLC is an Equal Opportunity Employer.