Administrative Secretary - Development Services
- Job Description
The purpose of this position is to provide administrative and clerical support to a division or department. This is accomplished by preparing correspondence and documentation, answering telephones, greeting visitors, providing assistance and resolving complaints, overseeing meeting minutes, monitoring expenditures and processing purchase orders and invoices; ordering supplies, facilitating budget preparation, maintaining time sheets and leave records, and maintaining personnel files. Other duties include completing routine clerical tasks and support activities.
- Examples of Duties
Provides administrative/clerical support by typing, copying, faxing and scanning documentation; ordering office supplies; maintaining a filing system; opening and distributing mail; monitoring expenditures; and processing invoices and purchase orders; maintaining calendars, time sheets, and leave records; overseeing record retention files; recording meeting minutes; updating policy and procedures manuals; updating personnel files; and assisting department/division staff.
Provides assistance to customers and vendors by answering and directing telephone calls; greeting visitors; assisting at the front desk; responding to requests for information; and resolving customer complaints.
Assists with special projects by scheduling repairs to department buildings and office equipment; assisting with preparation of the annual budget; preparing deposits; attending meetings; processing requests for information; preparing departmental correspondence; and recording meeting minutes.
- Minimum Qualifications
Applicants must have a high school diploma or equivalent; minimum of two years secretarial experience, proficient computer knowledge and skills including Outlook, Word, Excel, and PowerPoint and ability to learn other software systems; type at least 40 wpm; proficient in business English, spelling, punctuation, and proof-reading; customer service oriented; excellent telephone skills; excellent organizational skills, ability to handle multiple tasks/projects, perform simple mathematical calculations; communicate effectively both in writing and verbally; multitask and work under distractions and interruptions.Valid Texas Driver's License