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Form of workJOB SUMMARY
This position is responsible for a wide variety of routine clerical and administrative duties includingtaking, referring, and handling incoming messages; maintaining manual and computer files; and other projects and duties as assigned. Assists the department in managing and maintaining records, files, and invoicing. The incumbent performs advanced secretarial and administrative work for the Communications Department as well as assist other departments with promotional and or marketing work as designated by the Communications Director.
Provides excellent customer service to an extensive number of internal and external customers as well as callers and through electronic communications.
ESSENTIAL JOB FUNCTIONS:
- Answers phone and directs all incoming calls to appropriate party promptly and efficiently
- Manages office details by relieving management of routine request and matters
- Performs special projects as needed by the Communications Director
- Prioritizes and manages multiple projects simultaneously and follow through on issues in a timely manner
- Reviews and summarizes miscellaneous reports and documents
- Coordinates calendar events to include planning/scheduling appointments, meetings, and interviews; updates on a regular basis; contacts parties involved as appropriated
- Distributes daily mail and handles all out-going mail
- Maintains confidential documents, reports, correspondence and calls
- Files correspondence and other documents
- Maintains inventory of departmental supplies and initiates orders for new or replacement materials
- Processes/posts and maintains logs and reports that must be signed or initiated
- Performs all other job-related activities as assigned
MINIMUM REQUIREMENTS TO PERFORM WORK:
- Two (2) years of study at an accredited college or university
- Three (3) years of experience performing work related to the described duties
- Or equivalent education, and/or experience
Knowledge, Skills and Abilities:
- Superior verbal and written communication skills
- Exercises discretion and sound judgment, maintains confidentiality
- Excellent organization and time management skills
- Ability to multi-task effectively
- Strong interpersonal skills, ability to work in a team environment when required, high degree of tact
- Ability to work independently and proactively, demonstrates initiative
- Exercise independent thinking and good judgment
- Ability to interpret policies, administrative regulations, legislation and accurately explain to others
- Ability to maintain confidentiality and exercise considerable skill in handling sensitive information and data
- Ability to prepare clear, concise, grammatically correct letters, memos, staff meeting minutes and other written documents
- Must have proficiency in Microsoft Office Suite, including Word, PowerPoint, Excel, Outlook
- Desktop publishing a plus
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential 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 frequently required to sit, talk, and hear; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms
- The employee is occasionally required to walk
- The employee must occasionally lift and/or move up to 25 pounds
- Specific vision abilities required by this job include close vision and the ability to adjust focus
- While performing the duties of this job, the employee sits in an office or computer room
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The employee regularly works in a normal office environment
- The employee may perform some duties outdoors while conducting official business which will require limited local travel
The employee may be required to attend some evening and weekend meetings and may be required to assist at special events
