Secretary Receptionist - Technology Center

Job category: Paraprofessional
Exemption Status/Test: Non Exempt
Reports to: Chief Information Officer
Date Revised: January 10, 2018
Dept./School: Technology Center

Primary purpose

Serve as the building receptionist and assist in the routine work activities and secretarial tasks of Network & Communications Infrastructure Department and the Geographic Information Systems Department by providing clerical and administrative support to the Administrator, Managers, Supervisors and other administrative staff.

Qualifications

Education/Certification

High school diploma or GED

Certified Educational Office Professional (CEOP) preferred

Experience

Minimum of three (3) years’ experience

Special knowledge/skills

Proficient use of MS Office software applications

Oracle software application knowledge preferred

Possess aptitude and ability to utilize other software applications

Must possess highly effective professional communication skills

Strong interpersonal skills required

Ability to handle confidential and sensitive information

Must possess strong organizational skills

Exhibit initiative in performing office functions

Ability to manage workload while maintaining critical deadlines

Willingness to perform other duties as assigned

Major responsibilities and duties

  • Provide direct assistance and support to the Network & Communication Infrastructure Department and the Geographic Information Systems.
  • Prepare correspondence, reports, presentations, forms and similar materials for the Administration staff within the department.
  • Assist and support the Supervisors, Managers, and Assistant Directors within the department with appointments, scheduling meetings, materials preparation, and other secretarial tasks.
  • Prepare and maintain purchase orders, check requests, invoices, reimbursements and other documents related to budgetary tasks.
  • Arrange travel for administrative staff, and prepare travel reimbursement documents.
  • Compile, maintain, and file all reports, records and other documents associated with department operations.
  • Utilize multiple software applications to perform daily business operations.
  • Receive visitors and telephone calls, schedule meetings or take reliable messages and rout to appropriate staff.
  • Manage professional memberships for the administrative staff.
  • Assist in the preparation/updating of job descriptions and organization charts for the department.
  • Manage scheduling calendar for use of department conference room.
  • Provide effective management of property and travel P-Cards.
  • Attend professional development courses/training for continued personal and professional growth.
  • Maintain confidentiality and integrity of information handled within the department.
  • Display professionalism in dealing with staff, vendors and community members.
  • Perform other duties as assigned.

Supervisory Responsibilities:

  •   None.

Mental demands/physical demands/environmental factors

Tools/Equipment Used: 
Standard office equipment including personal computer and peripherals
Posture: 
Occasional bending/stooping, pushing/pulling, and twisting
Motion: 
Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching
Lifting: 
Occasional light lifting and carrying (less than 15 pounds)
Environment: 
May work prolonged or irregular hours
Mental Demands: 
Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsible and duties that may be assigned or skills that may be required.