Administrative Secretary  

Job Purpose

This is administrative and secretarial work performing a variety of non-routine tasks related to the successful completion of the daily support of the department.

Characteristic Duties and Responsibilities

Oversees administrative and secretarial support functions to department; establishes work priorities; organizes materials; serves as resource on questions regarding policies and procedures.

Writes drafts of non-routine correspondence and other written materials; proofreads for grammar/spelling and content; produces finished copy of correspondence, brochures, reports articles, and other written materials.

Develops and maintains complex files and databases; gathers and analyzes information; generates reports.

Compiles data and produces reports, speeches, and presentations; assists supervisor in researching problems.

Supervises and schedules support staff; trains and monitors progress;

Monitors department budget; analyzes information for departmental budget preparation; reconciles statements and resolves discrepancies.

Researches and makes recommendations on departmental purchases; approves expenditures within appropriate parameters; may exercise delegated signature authority for accounts.

Provides administrative support; maintains calendar using judgement to determine priorities and make changes; arranges meetings; completes arrangements for travel and accomodation and other activities.

Serves as liaison with other departments and external entities; coordinates activities, exchanges information, may research and resolve complex issues.

KNOWLEDGE, SKILLS, ABILITIES

• Knowledge of computer and word processing/database/spreadsheet software.
• Knowledge of standard office procedures and equipment
• Good communications skills.
• Good organization skills.
• Good bookkeeping skills
• Ability to analyze complex information and exercise independent judgment.
• Ability to effectively supervise other personnel.
• Qualifications:
• Must be college graduate in any courses
• Must be good in communication and written reports
• Must be friendly and knows how to acknowledge leaders
• Fresh graduate are welcome to apply
• Strong analytical and planning skills;
• Good communication and presentation skills;
• Excellent problem-solving skills;