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 operationsSupervision 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 postingsReceives, 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 experienceKnowledge, Skills and Abilities:Knowledge of supplies, equipment, and/or services ordering and inventory controlKnowledge of Microsoft programs, including Excel, Word, and PowerPointWorking knowledge of office management proactive and proceduresWorking knowledge of business English, spelling and commercial mathematicsSkill in the use of operating basic office equipmentOrganizing and coordinating skillsWord processing and/or data entry skillsAbility to compose and prepare accurate reports, records and correspondenceAbility to prepare and maintain complex clerical files including statistical reports and materialsAbility to deal effectively with the public in giving and obtaining information, referring callers and arranging appointmentsAbility to maintain confidentiality of records and informationAbility to communicate effectively, both orally and in writing