Secretary II

Major Responsibilities:

Performance of secretarial and minor administrative services in support of department.  

          1. Schedule and arrange meetings and/or appointments with multiple attendees. Make decisions regarding revision of supervisor’s/staff’s schedule to accommodate meetings and appointments.

          2. Work with outside vendors providing functional services to the area (e.g., arranging for temporary personnel, directly purchasing products, etc.).

          3. Take action upon mail and/or correspondence received by area.

          4. Organize special events: secure space, prepare memo and /or notify participants, arrange for equipment as necessary, assure room set-up, order refreshments, etc.

          5. Complete billing; process employee profiles, payroll, etc. for department.

          6. Enter data into database or spreadsheet, perform analyses from data, and create specialized reports.

Preparation and dissemination of correspondence  

          1. Type letters, memoranda, reports, and other types of correspondence from rough drafts or provided copy

          2. Compose correspondence from notes and/or discussions with supervisor and/or staff

          3. Collect data and develop and/or prepare departmental reports. May do some analysis of data and/or mathematical calculations.

Maintenance of department files.  

          1. Maintain records and files within the department/unit.

          2. Create and set up filing systems for department/unit.

Licensure, Registration, and/or Certification Required:

n/a

Education Required:

H.S. or equivalent and 2-4 years secretarial experience
OR
Associates degree and 1-2 years secretarial experience

Experience Required:

H.S. or equivalent and 2-4 years secretarial experience
OR
Associates degree and 1-2 years secretarial experience

Knowledge, Skills & Abilities Required:

Typing 55-60 words per minute preferred

Able to use several soft-ware packages
Ability to create spread-sheets preferred

Physical Requirements and Working Conditions:

n/a

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.