GENERAL STATEMENT OF JOB

Under regular supervision, performs various routine-to-moderately complex clerical and secretarial duties in support of department operations. Work involves typing and preparing various documents, maintaining files and logs, providing professional and courteous customer service at all times, and performing related tasks specific to assigned department. Reports to the assigned supervisor.

ESSENTIAL JOB FUNCTIONS

· Answers the telephone; provides assistance to callers and/or forwards calls to appropriate personnel; takes and relays messages.

· Greets and assists office visitors.

· Receives and processes various forms, applications, requests, records and reports, and other documents.

· Compiles information for, types and/or prepares various documents, which may include general correspondence, memos, charts, tables, graphs, notices, invoices, file cards, receipts, spreadsheets, fliers, presentation materials, contracts, agreements, court/legal documents, forms and others; proofreads copy for spelling, grammar and format, making appropriate changes.

· Establishes and maintains department files; maintains various lists and logs.

· Enters and retrieves computer data; reviews data for accuracy; prepares spreadsheets and other computer reports as requested.

· Schedules and organizes meetings; makes travel and conference arrangements.

· Attends meetings; records, transcribes and distributes meeting minutes within appropriate timeframes.

· May maintain personnel files, ensuring accuracy and confidentiality.

· May perform general bookkeeping duties as assigned, including but not limited to processing accounts receivable and/or payable.

· Organizes and assists with special projects and performs specialized duties peculiar to assigned department.

· Performs routine clerical duties as required, including but not limited to copying and filing documents, retrieving files, sending and receiving faxes and e-mails, assembling and collating documents, processing daily mail, maintaining lists and logs, ordering supplies, etc.

· Readies office equipment for daily use; maintains equipment supplies and monitors maintenance needs.

· Receives and responds to inquiries, requests for assistance and/or complaints in areas of responsibility.

· Refers to meeting minutes, directories, policy and procedure manuals, laws/regulations, reference texts, etc.

· Operates a variety of office equipment such as telephone system, computer, copier, printer, fax machine, laminating machine; uses a variety of office tools and materials and computer software for word and data processing.

· Interacts and communicates with various groups and individuals such as the supervisor, co-workers, vendors, and the general public.

· Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills.

· Reviewing and coding department invoices as received.

MINIMUM TRAINING AND EXPERIENCE

Requires a high school diploma or GED equivalent with one to two years of experience in clerical or secretarial work; or any equivalent combination of training and experience, which provides the required knowledge, skills, and abilities.