Provides administrative support to department manager or staff, such as word-processing, maintaining calendars, compiling reports, filing and answering telephones. Normally receives general direction, but works independently to meet deadlines in accordance with established guidelines and procedures. Essential Responsibilities:Uses a variety of word-processing software to type letters, reports and presentation materials. May compose correspondence on own initiative for supervisors review. May inc... more details
Description:
Job Summary:
Provides administrative support to department manager or staff, such as word-processing, maintaining calendars, compiling reports, filing and answering telephones. Normally receives general direction, but works independently to meet deadlines in accordance with established guidelines and procedures.
Essential Responsibilities:
Uses a variety of word-processing software to type letters, reports and presentation materials.
May compose correspondence on own initiative for supervisors review.
May include confidential information.
Maintains established databases, generates reports from such data.
May create simple spreadsheets/graphs using departmental software.
Maintains supervisors calendar, arranges appointments, meetings and travel itineraries.
Answers telephone inquires, takes and relays messages and greets visitors.
Establishes/maintains departmental filing system.
Sorts and routes department mail.
May take/transcribe dictation, either manually or by machine, into appropriate format correcting grammar, spelling, etc.
May take minutes at a variety of meetings; distribute agenda and follow-up materials.
May track/monitor budgets, post data to ledgers. Reconciles invoices and resolves discrepancies.
May delegate work to other non-exempt personnel.
CLAUSE: Various positions are under review with a joint Management/Union review committee for appropriate Union/Non-Union status and this position may be considered a union position or may be converted to a union position at some time in the future. Should this position be determined to be union it will be returned to the bargaining unit in accordance with the Collective Bargaining Agreement.
Basic Qualifications:
Experience
Minimum one (1) year administrative/secretarial or comparable experience required.
Education
High School Diploma or General Education Development (GED) required.
License, Certification, Registration
N/A
Additional Requirements:
Prior experience with software used by department.
Intermediate arithmetic, reading and writing skills.
Word-processing speed: 35 wpm required.
Strong customer service skills required to communicate with members, department clients and staff.
Must be able to work in a Labor/Management Partnership environment.
Bilingual (English/Spanish) Level I required.
Preferred Qualifications:
Some business school/college level courses preferred.
Experience working with HIV/AIDS patients preferred.
Experience working with benefit programs like ADAP, PrEP and HIPP
Notes:
Must successfully pass or have passed the bilingual test (within the last 12 months), or be active in the QBS program.
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