Secretary

Open Until Filled
Job Class: Support Services
Status: Active
FLSA: Non-exempt

General Description:

Under general supervision of the management team, performs administrative and secretarial duties of considerable variety and complexity. Requires a thorough knowledge of all office procedures, and safety protocols. Requires exceptional attention to detail, accuracy, personal initiative, and considerable use of independent judgement, time management and ability to problem solve, and maintain a positive can-do attitude. Performs advanced secretarial and data entry duties, including answering multi-line telephone system, transcribing meeting minutes, and greeting visitors.

Essential Duties and Responsibilities:

Follows filing system procedures and maintains classification indexes and files a variety of legal and official instruments and documents involving the analyzing of subject matter of records, selecting subject headings as guides for filing of materials in accordance with an established system and producing of records and information upon demand.

Participates in the development of procedures related to the storage and retrieval of official documents.

Must exercise professional telephone manners and maintain outstanding working relationships.

Operates a variety of office machines, including computers, phone system, copier, postage meter, fax machine and other equipment meeting the requirements of PAG staff.

Attends and assists in agency meetings and events as assigned.

Performs data entry and reports preparation using a variety of computer software.

Work requires thorough knowledge of office procedures and superior secretarial skills, including word processing, spreadsheets, presentation development, copying and filing documents, purchasing and payment processing, scheduling appointments, meetings, and events.

Work requires attention to details, accuracy, personal initiative, and considerable use of independent judgment.

Must possess excellent organizational and communication skills, exercise professional interactions to cultivate effective working relationships.

Assist committee leads in production of agendas, meeting materials and minutes of meetings, and follow-up of monthly meetings.

Work requires preparation for meetings from set-up, greeting meeting participants, and cleaning up of meeting supplies and materials.

Assist in composing, maintaining, and filing professional correspondence.

Makes reservations and sets-up arrangements for PAG meetings, events and workshops held at various locations.

Using PAG network, update and maintain joint files and mailing lists. Maintain mailing lists and knowledge of mail-merging techniques utilizing various programs including word processing, database, spreadsheets, and web-based programs.

General knowledge of audio, video and computer technology and familiarity with different teleconference/videoconference systems and presentation programs such as PowerPoint to accommodate a variety of meetings.

Assists agency staff with clerical and administrative tasks as assigned.

Requires punctuality, a dependable attendance record and personal initiative.

Must be available to work from the office during office hours. Not eligible for telework.

Occasionally required to work weekend and evening meetings or events as needed.

Performs related tasks as assigned.

Supervisory Responsibilities:

None

Minimum Education and/or Experience Requirements:

At a minimum, must have a high school diploma with three years of administrative support or clerical experience, including two years of experience working with a large central records system. A post high school diploma, associate or bachelor’s degree is highly preferred.

Computer Skills:

Extensive experience with word processing, database, spreadsheets, and PowerPoint.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform essential office-based 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 sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.  The employee is frequently required to walk.  The employee is occasionally required to stand.  The employee is frequently required to drive to locations and participate in outreach events.

Work Environment:

This is an office-based position and ineligible for telework. The work environment characteristics described here are representative of those an employee encounters while performing the essentials functions of this job in an office setting. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions.  The noise level in the work environment is usually moderate. The employee is required to carry promotional materials to events.