Bloomington Support Staff Job Specs
GENERAL OFFICE SERVICES
Job Title and Grade: Department Secretary / SSOD
Job Code: 002191
This is secretarial and administrative work performing a variety of clerical tasks in support of department staff.
Characteristic Duties and Responsibilities
Produces and proofreads reports, minutes, budgets, memos, classroom materials, manuscripts, correspondence, and other materials utilizing computer and word processing/database/spreadsheet software; proofreads for grammar/spelling; assists in gathering data for reports
Coordinates logistical arrangements of special events such as conferences, workshops, seminars, celebrations or committee meetings.
Establishes and maintains files; ensures completeness and accuracy.
Performs basic bookkeeping duties on certain accounts and financial transactions.
Opens, sorts, and distributes mail; prepares responses to routine requests; sends and receives faxes.
Screens phone calls and walk-in visitors to office; greets visitors; provides information in response to inquiries when possible and refers to other sources if necessary.
May assist in supervision and work assignment of support staff or in payroll and budgetary document processing.
Monitors and maintains inventory of office supplies and materials; prepares purchase orders for equipment and materials used by department; types and prepares other forms used by department.
Prepares or assists in bulk mailings; sorts per postal regulations; completes forms.
Makes travel arrangements; arranges itineraries and processes associated paperwork.
KNOWLEDGE, SKILLS, ABILITIES
Knowledge of standard office equipment procedures.
Knowledge of computer and word processing/database/spreadsheet software.
Excellent keyboard skills.
Good interpersonal skills.
Ability to work with wide range of people.
Education: High school diploma or GED.
Experience: One year office experience.
The intent of this job specification is to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Employees may be requested to perform job-related tasks other than those specifically presented in this specification.