281 - Secretary 1 at The Community Action Organization of Western New York Inc – Buffalo, New York

Department: Head Start

Reports To: Office Manager/Director

FLSA Status: Non-Exempt

WSP Grade: Secretary I= Grade 3

OSHA Class: III

Prepared By: Hs Administrator

Prepared Date: update 2001/Reviewed 11/2016

Approved By: OPC/CAO Board

Approved Date: May 2001/Approved 1/2017

Hourly Salary: $16.50

SUMMARY

Subject to the direction of the Office Manager or Director. The person in this position will assist

the Office Manager or Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be

assigned.

Assists Office Manager with new and renewal licensing of CAO Head Start sites. Assists Office

Manager in compiling data for Program Information Report (PIR). Program Secretary works with

CAO Head Start Coordinators and personnel to create and update CAO Head Start program

forms. Types minutes of meetings for CAO Head Start Program. Responsible for maintaining

supplies inventory and distribution of supplies to CAO Head Start centers and office personnel.

Assists Office Manager in coordination of transportation. Responsible for trouble-shooting and

maintenance of desktop copiers at various CAO Head Start sites. Makes deliveries or drop-off

paper work to centers as needed. Maintain network printers in office. Prepares a variety of

correspondence, complex summaries and reports as it relates to the program. Operates office

machines and manages all out-of-town travel requests and reimbursements.

Serves as switchboard operator when needed. Assists Office Manager with time sheets and

payroll. Fill in for office clerk as needed, model positive work ethic for parents and staff.

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.

Must have some training in the following:

 Spreadsheet applications (i.e., Lotus, Excel)

 Operating systems (i.e., Windows 3.1, Windows 95, MSDOS

 Must have ability to understand and carryout complex written and oral instructions

 Must have good organizational skills

 Must have drivers license and transportation

EDUCATION and/or EXPERIENCE

Secretary II:

Associates Degree in Business Administration; or two years business school with certificate of

completion; or Certified Professional Secretary.

Secretary 1: High School diploma

Either position:

 Two to three years computer experience

 Certificates, or other documentation, of computer training

 At least two (2) years progressively responsible experience in secretarial work

 Good knowledge of office terminology, procedures and equipment

 Previous Head Start experience preferred

 Erie County resident preferred

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 talk/hear, write/type, stand and walk.

The employee must occasionally lift and/or move up to 25 pounds.

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. The noise level

in the work environment is usually moderate, sometimes, noisy.