Secretary to State/Federal Programs Director

Job Title: Federal Programs Secretary Exemption Status/Test: Nonexempt
Reports to: Department Director Assigned Date Revised:
Dept./School: Federal Programs Office 203 Days

Primary Purpose:

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.

Qualifications:

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

Major Responsibilities and Duties:

Records, Reports, and Correspondence

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

Accounting

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

Other

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

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

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.