Summary 

A secretary executes routine secretarial assignments, including handling correspondences, performing a variety of general clerical duties, providing supervision and work coordination for others, and carrying out other related work as required.

Essential Functions 

• Handle all correspondences and respond to individuals needs by either written or verbal communication.
• Create letters, memos, and notices when necessary.
• Receive calls and/or greets visitors, takes and relays messages, and responds to requests for information.
• Maintain all office equipment and notify supervisor when equipment needs professional maintenance.
• Maintain a calendar of all important events, and post all important upcoming events on a bulletin board.
• Become proficient in the use of personal computers and important software, while supervising all computer-related procedures.
• Provide support with administrative tasks to other staff members.  Send correspondences, answer telephones, take messages, and any other tasks that will help in creating a smooth running workplace.
• Maintain all files and records in an orderly, efficient manner.
• Gather and compile information as requested, and prepare related reports or documents.
• Maintain petty cash.
• Open, sort, and distribute incoming mail.
• Provide information to visitors/customers and guide them in reaching their destinations.
• Control inventory for office supplies and order supplies when needed.
• Supervise employees, while recruiting, scheduling, and training new employees.
• Distribute work assignments and set reasonable deadlines.
• Prepare letters, reports, records and other related documents from rough drafts, corrected copy, or recorded media; proofread completed materials and make corrections.
• Bookkeeping required in order to maintain a complete and organized set of records of business transactions.
• Maintain and file all personnel files, while protecting the reputation and integrity of others through strict confidentiality.
• Maintain the Office Procedure Manual or Employee Handbook so that information is accurate and current, and easily accessible to all employees.
• Update and maintain all other printed materials (e.g. Forms, Applications) so that all information is accurate and current.
• Schedule meetings and arrange appointments.  Make travel reservations as requested.
• Demonstrate a high level of trust and professionalism.
• Develop procedure for handling complaints and problems.
• Attend meetings and conferences as requested.
• Perform various other duties as apparent or delegated by supervisor.

***This list is not exhaustive.  Employee is expected to carry out any other job-related activity as requested by supervisor. *** 

Essential Job Qualifications 

The qualified candidate for this job will be capable of handling various clerical/administrative tasks within a company.  A self-starter and/or independent person is necessary fort his position since he/she may carry out day-to-day tasks with little or no supervision.  The secretary must be knowledgeable about the company and office in order to handle tasks and duties in a professional, efficient manner.  All the above duties and any other additional duty assigned must be performed satisfactorily.  In the case of a handicap, company MUST and WILL make reasonable accommodations to perform the essential functions of the job. 

Education/Experience 

• Two to five years of experience in the performance of responsible secretarial and clerical work.
• Minimum of high school degree required.  Bachelor’s degree preferred.
• Ability to communicate well both verbally and written.
• Knowledge of modern office methods and procedures, filing, telephone techniques, and office equipment.
• Proficiency in the English language, in addition to correct usage of spelling, grammar, and punctuation.
• Creating an environment that is inviting to people passing through on a daily basis.
• Ability to perform secretarial duties with speed and accuracy without immediate and constant supervision.
• Ability to type at a speed of 55 wpm.
• Experience and knowledge of Microsoft Office.
• Able to prioritize workload and work with minimal supervision.
• Ability to maintain a good, professional working relationship with all co-workers and the general public.

Mental Effort 

• Ability to quick think and multi-task.
• Understanding and professional with confidential matter.
• Ability to use knowledge and common sense to carry out given instructions.
• Proficient in basic business mathematics.
• Ability to make quick, professional decisions under time constraints.
• Ability to determine when serious issues must be notified to supervisor.
• Ability of maintaining focus on work when distracters exist in work environment.
• Capable of managing one’s own time.
• Ability to maintain focused and organized.
• Ability to remember important information, facts, and events.
• Normal concentration or intensity, which includes a long period of mental effort with little or no breaks.

Physical Effort 

• Ability to use and type on a personal computer for extended.
• Normal ability to see and hear.
• Normal sense of touch.
• Normal physical agility. 
• Normal hand eye coordination.
• Must be able to use hands and fingers to feel, handle, or reach for objects.
• Ability to lift packages weighing up to 20 pounds.
• Ability to make normal movements from place to place.  Employee will frequently have to stand or walk around. 
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment 

• Normal working temperatures.
• Ability to work in an environment that will have varying levels of noise and interruptions.
• Team-oriented work atmosphere.
• Normal amount of overtime or extended work hours is required.
• The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.