The primary responsibility of the position is to speak and act for the Administrator in those matters delegated in carrying out his/her intent and in order to facilitate workflow, coordination and management controls, and relationships with others both within and outside; maintain overall awareness of the activities and administrative framework; and perform a variety of clerical and minor administrative duties which are auxiliary to the work of the administrator.
Job duties/scope of work:
Administrative and clerical duties
Receive telephone and personal callers and incoming mail; screen and refer those which can be handled to the Administrator, other subordinates, or other offices as appropriate; initiate action on other matters of routine and/or non-technical nature; independently reply or provide factual information as permitted, orally or by correspondence, to general and/or specific inquiries; and give direction and consultation to the clerical subordinate/understudy in preparation and maintenance of correspondence and office procedures.
Schedules/reschedules appointments, maintains schedules and reminds the Administrator and staff of scheduled meetings/trainings.
Takes and transcribes dictation and/or prepare as otherwise directed replies, reports, and other materials.
Maintains control records on incoming and outgoing correspondence and action documents and follow up on action documents to insure timely reply or action.
Make travel arrangements for the Administrator and other subordinate staff as necessary in conformity with departmental policies and requirements, maintain record of itinerary while on travel status, initiate travel requests as necessary to the Administrator/Manager as appropriate, and prepare papers for reimbursement and completion of trip.
Maintain proper personnel records, including but not limited to keeping accurate records of each employee's sick, vacation, military and maternity leaves in accordance with legislative laws.
Determines the need for and/or makes routine orders for necessary supplies, materials or other items from the Warehouse inventory.
Typing duties
Creates, edits, prints, stores, retrieves and deletes documents using a computer and word processing and other software, in draft or final form, from rough or corrected copy where format and arrangement may not be clearly indicated.
Transcribes from dictated material reports, letters, memoranda, progress notes, evaluation reports and other administrative and clinical reports.
Composes letters or memos of a routine nature for staff signature as requested.
Prepares, types, and maintains/updates office records.
Other related duties as assigned by the supervisor.
Minimum Requirements:
Knowledge
Administrative and secretarial principles and practices; business English, spelling, and grammar; business mathematics and arithmetic; general and special office practices and procedures as they relate to operations of the organization, including legislative affairs; and operation and operational maintenance of various office appliances and equipment, including personal computers.
Minimum skills/abilities
Plan, organize, and carry out a broad range of secretarial and clerical functions; learn and apply pertinent statutory provisions, rules, regulations, policies and procedures; learn and apply a variety of instructions furnished in written, oral, or schedule form; prepare numerical reports; deal tactfully with others; work independently, problem-solve, and develop solutions; operate standard office machines and equipment; and the ability to count and make arithmetic computations.
Minimum education
Graduation from business/technical school/college with successful completion of a substantially full-time secretarial curriculum or equivalent.
Minimum experience
Experience: Four (4) years (full-time) of office experience. Two (2) years of progressively responsible typing, stenographic and/or substantive clerical work.