SUMMARY: Provides secretarial services to the assigned Vocational and Community Services. ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:
- Initiates and executes correspondence. Transcribes, edits, copies, distributes, and maintains files.
- Assures confidentiality of all communications, oral and written, including, but not limited to personnel, labor relations, policy, and individual related matters.
- Assures all department mailings are mailed out to customers, people supported, and employees as requested.
- Responsible for tracking the dates expiration dates of all due dates for training, certifications, vehicles, licenses, grants, and compliance items. Obtaining and filing documents tracked.
- Record daily attendance, compiles quarterly reports, including tracking individuals and employees work hours. Inputs program payroll and submits payroll and documentation. Prepares and submits routine and special reports and tracking.
- Assists with general office management by performing duties such as ordering of supplies and coordinating the distribution for the business. Manages petty cash.
- Attends and takes minutes for the meetings as requested. Distributes minutes to all participants.
- Performs typing and data entry with knowledge of Windows, Excel, Access and Microsoft Office programs.
- Assists with signing out conference rooms when requested.
- Contact's customers to recoup late payments, provide reminders of scheduled service and conduct customer surveys.
- Answering and directing phone calls and being the point of contact for the Voc admin portion of the facility.
- Must have a valid NYS Driver's license and a reliable vehicle.
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Any combination of education and experience, which demonstrates the abilities and knowledge for successful performance, will be considered.EDUCATION and/or EXPERIENCE: High school diploma or equivalency with 2 years of secretarial experience or an associate's degree in Secretarial Science. COMMUNICATION SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Must be able to use computer software programs such as Microsoft Word, Excel and Access. Ability to speak effectively before groups of customers and employees.REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.PHYSICAL DEMANDS: These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Part time Program Secretary position.While performing the responsibilities of the Program Secretary, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel, see, and to manipulate keys on a keyboard. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch. The employee will also need to be able to lift up to 35 pounds.