Secretary-Social Work

Summary:

Under the direct supervision of the Chairperson of the Department of Social Work, the Secretary performs a variety of office support and/or secretarial duties for the Department of Social Work as a whole and dedicated support of the BSW Program. Central duties include composing and word processing a variety of standard documents and correspondence, relaying and resolving routine telephone and/or walk-up inquiries, scheduling calendar items and meetings, making travel arrangements, processing forms, performing data entry, and establishing and maintaining records and editing and proofreading documents to ensure accuracy. Essential Duties and Responsibilities:

• May report to the Department Chair and work cooperatively with the Administrative Secretary to support office operations
• Supervision of student assistants assigned to the Department.
• Types correspondence, memoranda, reports, instruction sheets, forms, statistical data or any other material that is relevant to the work of the administrative unit or program to which assigned.
• Proofreads all materials typed to ensure their accuracy.
• Composes letters and memoranda from general notes.
• Compiles information from files, records, publications, and other sources, and tabulates this information in accordance with standardized report forms.
• Creates, submits and processes requisitions, purchase orders, EPAFS, and job postings
• Receives, open, sorts and distributes mail as directed, and assembles related material for use by the supervisor in answering mail.
• Maintains accurate and current records of departmental purchases, equipment, travel, statistical data, daily office activities, daily program activities and appointments.
• Establishes and maintains accurate and current files of letters, reports, records, and other documentary material, and ensures that information in these files is kept confidential.
• Renders some limited kinds of administrative assistance as directed by the immediate supervisor and in accordance with specific written or oral instructions.
• Receives and places telephone calls, schedules appointments and meetings, makes reservations, greeting visitors and callers, records messages, and performs the functions of an office receptionist.
• Prepares requests for office supplies when needed, and receives and stores such supplies.
• Performs general office management duties, and recommends methods for improving office procedures.
• Performs any other duties that may be assigned by the immediate supervisor.
• Performs miscellaneous job-related duties as assigned.

Minimum Position Requirements (including certifications, licenses, etc.):

• High school diploma or equivalent
• One (1) year of clerical experience

Knowledge, Skills and Abilities:

• Knowledge of supplies, equipment, and/or services ordering and inventory control
• Knowledge of Microsoft programs, including Excel, Word, and PowerPoint
• Working knowledge of office management proactive and procedures
• Working knowledge of business English, spelling and commercial mathematics
• Skill in the use of operating basic office equipment
• Organizing and coordinating skills
• Word processing and/or data entry skills
• Ability to compose and prepare accurate reports, records and correspondence
• Ability to prepare and maintain complex clerical files including statistical reports and materials
• Ability to deal effectively with the public in giving and obtaining information, referring callers and arranging appointments
• Ability to maintain confidentiality of records and information
• Ability to communicate effectively, both orally and in writing