Secretary-Biology & Sciences
Schedules appointments, gives information to callers, takes dictation, and otherwise relieves officials of clerical work and minor administrative and business detail by performing the following duties. This is a 30 hour per week, 39 week position.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer.
Takes dictation in shorthand or by machine and transcribes notes on typewriter or computer, or transcribes from voice recordings.
Composes and types routine correspondence.
Organizes and maintains file system, and files correspondence and other records.
Answers and screens department chair's telephone calls, and arranges conference calls.
Coordinates department chair's schedule and makes appointments.
Greets scheduled visitors and conducts to appropriate area or person.
Arranges and coordinates travel schedules and reservations.
Conducts research, and compiles and types statistical reports.
Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
Makes copies of correspondence or other printed materials.
Prepares outgoing mail and correspondence, including e-mail and faxes.
Orders and maintains supplies, and arranges for equipment maintenance.
This job has no supervisory responsibilities.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Associate's degree (A. A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience. Proficiency with Microsoft Word required. Strong familiarity with other Microsoft Office applications is a plus.
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and peripheral vision.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles and toxic or caustic chemicals. The noise level in the work environment is usually moderate.