Job Brief:
The secretary is responsible for the general communications within the office. Secretaries are often the first person greeting and responding to inquiries and information therefore they must be skilled in representing ACES in a polite and responsive manner. Aside from numerous clerical responsibilities the secretaries are responsible for completing financial processes, communicating forwardly with their team and administrators and maintaining confidentiality of sensitive information.
Duties and Responsibilities:
- Perform general office administrative duties such as correspondence, coordination of staff availability, scheduling, invoice processing, revenue tracking, employee purchases
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Maintains adequate supplies for the office and coordinates purchase orders and processes Answers phones, directs calls to correct personnel and ensures appropriate disposition of messages- Completes time and attendance processes for unit or program
- Coordinates schedules and meetings as directed by supervisor
- Assists in completion of various reports
- Greets visitors and demonstrates positive communication in a courteous manner
- Maintains necessary equipment and reports problems to the correct departments
- Maintains needed emergency materials for drills and contacts
- Coordinates and prepares needed correspondence to stakeholders and staff
- Completes office tasks such as filing, answering phones, distributing mail, etc.
- Wears attire commensurate with the setting in keeping with dress code
- Exhibits punctuality and professionalism
- Maintains confidentiality when dealing with sensitive information
- Data entry and database management
- Other duties as assigned
Knowledge of:
- Applicable technology used within the scope of work such as Microsoft products such as Excel, Google and Interfaces.
- Basic accounting for budget review and purchase processes
- Yearly state reporting as appropriate for the assigned setting
- Timeline of events and tasks for the assigned program
Skills in:
- Communicating with the public
- Answering questions or directing them to the appropriate people
- Representing ACES in a respectful and responsive manner
- Scheduling meetings with appropriate staff/stakeholders
- Functioning as part of a team
- Accepting and responding to suggestions for improvement
- Completing assignments in a timely manner
Ability to:
- Interact with the general public in a positive manner
- Remain calm in stressful situations
- Prioritize tasks and organize the work
- Handle changes in a fast pace work environment
- Collaborate with others for program planning
- Work independently with minimal supervision
- Demonstrate sound decision-making and judgement
- Plan, implement, and carry out tasks effectively.
- Organization of spaces, materials, equipment and personnel for effective completion of work.
- Functioning as part of a team and manage tasks independently
- Self-learn and quickly analyze operational issues with complex networks.
- Participate in activities for self-growth, evaluation, and on-going learning.
- Interact courteously in making and responding to requests from co-workers and other stakeholders
Supervision duties: None
PHYSICAL DEMANDS: 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.
This position involves sedentary work as well as the ability to move about the building. Some bending to move materials such as copy paper, files and office supplies. The ability to listen and respond in a clear manner to receive and disseminate information.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
The work environment has a low to moderate noise level.
The position usually demands meeting deadlines with severe time constraints.
Requirements are representative, but not all inclusive, of minimum levels of knowledge, skills, and abilities. To perform this job successfully, the employee must be able to perform each essential duty satisfactorily. This job description in no way states or implies that these are the only duties to be performed by employees who occupy this position. Employee may be required to perform other related duties as assigned to ensure workload coverage as requested by their supervisor.
Qualifications / Experience:
High School Diploma
Business School experience preferred
Specific or related experiences
Knowledge of technology used within an office setting preferred
