Open to the Public
October 15, 2020-October 27, 2020
1st shift Monday -Friday 8am-5pm
Position Summary:
This is a first level secretarial/clerical position, and while it incorporates elements of other levels, it has a majority of effort associated with providing secretarial/clerical support including greeting visitors, answering phones, screening and routing calls, scheduling; drafting, monitoring and tracking of correspondence and other typed material. Work performed under close supervision involves performing a group of repetitive or closely related duties according to established procedures. Serve as primary support staff for a manager, work area and/or department. This position requires a degree of independence to respond to requests, troubleshoot, and resolve issues pertaining to assigned duties.
Supervision Exercised:
- May coordinate tasks assigned to youth workers.
Essential Duties and Responsibilities:
- Perform duties and responsibilities of the Receptionist, if applicable.
- Sort, process and route mail to appropriate person(s) or department.
- Type, proofread, and edit correspondence, memos, and other written materials related to work functions. Assist with meeting materials, programs, updates, and other support functions related to work area.
- Schedule meetings, appointments, facilities, and services for work area or for staff, requiring primarily internal contacts.
- Process and complete data entry for departmental forms.
- Perform routine clerical duties such as filing, photocopying, faxing, scanning, archiving, and operating office equipment.
- Maintain and monitor department records, lists, files, logs, schedules or other information required by departmental processes.
- Make recommendations related to assigned duties, office procedures, or processes.
- Provide assistance and/or coverage for other department administrative support employees, as appropriate.
- Department specific duties and responsibilities will be discussed and assigned by the immediate supervisor.
- Provide excellent customer service for all internal and external customers of the operations at all times. Provide solutions for customer concerns and continually focus on customer service as our top priority.
- Must maintain strict confidentiality and present a positive, professional demeanor and image at all times.
- The above duties and responsibilities are not an all-inclusive list but rather a general representation of the duties and responsibilities associated with this position. The duties and responsibilities will be subject to change based on organizational needs and/or deemed necessary by the supervisor.
Contacts/Purpose of Contacts:
Contacts with associates within the department, customers and the general public. The purpose for this contact includes communication, and maintaining levels of customer service
Knowledge, Skills, and Abilities:
- Knowledge of modern office practices, procedures, equipment, and computerized information systems.
- Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
- Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, and PowerPoint.
- Ability to represent organization in a professional manner, building respect and confidence in the community.
- Ability to establish and maintain work relationships while representing the organization in a professional manner.
- Ability to communicate and carry out instructions both verbally and in writing.
- Ability to gather data, compile information, and prepare reports.
- Ability to handle multiple tasks and meet deadlines.
Physical Demands:
- Frequent use of hands, wrists, fingers associated with computer equipment.
- Required to sit for extended periods of time.
- Occasionally walk and stand and reach with arms and hands.
- Normal visual acuity, ability to talk and hear.
- Occasionally lift and/or move up to 20 pounds.
Work Environment:
- Normal office environment.
- Extended hours and irregular shifts may be required.
