Secretary to StateFederal Programs Director

Job Title: Federal Programs Secretary Exemption Status/Test: Nonexempt

Reports to: Department Director Assigned Date Revised:

Dept./School: Federal ProgramsOffice 203 Days

Under moderate supervision organize and manage the routine work activities of a central administrative department office and provide clerical support to a director coordinator and other staff members.

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient skills in keyboarding data entry word processing and file maintenance

Ability to use software to develop spreadsheets and databases and do word processing

Ability to prioritize workflow to address the multiple needs of the supervisor or the department

Ability to multi-task numerous complex administrative activities

Basic math skills

Effective communication and interpersonal skills

Experience:

5 years secretarial experience

1. Prepare correspondence forms reports manuals and presentations for the director and other department staff members.
2. Compile maintain and file all reports records and other documentation as required for all programs managed by the department.

1. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchasing documents quotes orders and purchase orders.
2. Place and receive orders for supplies and equipment for campus and district needs.
3. Order and maintain inventory of office supplies and program equipment.

1. Answer and respond to incoming calls take reliable messages and route to appropriate staff.
2. Maintain a schedule of appointments and assist with travel arrangements for department staff.
3. Make meeting arrangements for department activities including preparing materials scheduling setting up facilities and arranging equipment.
4. Receive sort and distribute mail and other documents to department staff.
5. Maintain confidentiality of information.

None.

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping pushing/pulling and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Required Experience:

Director