Title: Administrative Secretary I
CHARACTERISTICS OF THE CLASS: Under direct supervision, performs a variety of routine and general administrative and office support activities for one or more supervisors in the operation of an organizational unit or department. Performs related duties as required.
EXAMPLES OF DUTIES:
- Composes memoranda, correspondence, letters, and reports.
- Reviews all correspondence for supervisor’s signature.
- Collects and organizes information for subject matter files.
- Organizes and maintains specialized and confidential files for the office. Collects and interprets information.
- Relieves supervisor of administrative details.
- Drafts correspondence for signature.
- Relays information and issues instructions in accordance with defined policies.
- Interprets administrative decisions and policies as directed by supervisor.
- Prepares and confirms daily appointment schedule for supervisor.
- Schedules and organizes meetings.
- Receives incoming telephone calls and provides answers to routine inquiries and/or refers them to other personnel based on the knowledge of the organization and its operations.
- Operates automatic switchboard systems and may operate digital systems as necessary.
- Receives and transmits emergency calls efficiently.
- Screens and greets visitors.
- Opens sorts and delivers mail.
- Utilizing a personal computer, prepares a variety of routine documents using Microsoft Word and reviews work for accuracy before submission.
- Sets up and enters data to produce spreadsheets using Excel.
- Maintains records and files.
- Maintains the copy room and equipment and orders supplies.
- Issues and ensures the filing of requisitions to maintain the office supplies and inventory.
- Assists in preparing large mailings as necessary.
- Makes telephone calls and contacts other departments and organizations to collect routine information or to follow through with calls initiated by supervisor.
MINIMUM QUALIFICATIONS :
Training and Experience: Completion of two academic years of study at an accredited college, university or business school supplemented by one year of secretarial/administrative experience in an office environment; or an equivalent combination of training and experience is required.
Knowledge, Skills and Abilities:
- Good knowledge of rules of English, grammar, punctuation and spelling business practices and protocol.
- Knowledge of office methods and procedures.
- Knowledge of personal computers and working with Microsoft Word and Excel.
- Ability to organize and maintain records.
- Ability to communicate effectively with park employees and the public.
- Skill in utilizing Microsoft Word and Excel.
- Ability to operate various office equipment such as copy machines, calculators, personal computers.
- Ability to prioritize and keep track of a number of projects.
- Effective oral and written communication skills.
- Good judgment and problem-solving skills.
Rate of Pay: $54,532.33/annually
Union: SEIU-Local 73 EEO: Administrative Support FLSA: Non-Exempt 09/11/08
