Secretary Iv

Summary:

With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring highly advanced secretarial skills and proficiency for the head of an academic, medical service, business, or comparable department.

Is responsible for considerable departmental administrative details and duties requiring extensive experience with policies, procedures, and practices of the University, within a specific division, or in other demonstrated related equivalent situations. 

Typical Duties:

Provides administrative assistance to the department, compiles technical data for reports, assembles information for and assists in preparation of budget requests; maintains confidential departmental budget, account, personnel, and payroll records.  Produces periodic status reports.

Performs secretarial duties including the shorting and routing of mail, and the taking and transcription of minutes for meetings. 

Composes, types, and signs non-routine correspondence providing factual information. Gathers necessary information for and drafts important confidential correspondence.

Assists in arrangements for administrative meetings; prepares and distributes agenda, reserves meeting place, etc.

Performs payroll duties in a Union environment as well as process staff reimbursements.

Tracks and processes vendor invoices for payment.  Monitor joint email boxes for Utility/Construction Alerts processing. 

Qualifications:

Education: 2 years of post-high school education in secretarial studies or the equivalent; at least 3 years of secretarial and office experience, including 1 year in a position that demonstrated the ability to work with minimum supervision and to direct an office operation; Advanced secretarial skills. The ability to operate commonly used office machines, such as voice recording equipment, adding and calculating machines, office copiers, or a combination of formal training and experience equivalent to the above. 

Reports to the Manager of a Medical Center Facilities Department.