3526 Administrative Secretary, Defense and Strategic Studies

IMMEDIATE SUPERVISOR Head, DSS

MAJOR ADMINISTRATOR Dean, College of Humanities and Public Affairs

GENERAL FUNCTION

The Administrative Secretary, DSS relieves the administrator of routine operational details and performs responsible and moderately complex secretarial, clerical, and general office functions that require a thorough knowledge of departmental operations and policies and the exercise of independent judgment in the absence of established procedures and discretion in the dissemination of information. The Administrative Secretary generally provides secretarial support to a department or office, which may include many faculty members and/or staff professionals, with primary responsibility to the department senior administrator. The Administrative Secretary maintains departmental records and files, performs keyboarding (which requires speed and accuracy) in preparing multi-copy forms, correspondence, and related documents, and utilizes word processing/personal computer equipment and machine formatting and/or utility capabilities to input, revise, store, and retrieve such documents, and exercises supervision of other clerical employees, student and part-time workers.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A high school diploma or the equivalent is required.

Experience: At least three years of general office experience is required which includes knowledge of the use and operation of standard office machines such as photocopiers, facsimile, multi-line telephone, and ten-key calculator. However, two years of specialized training or education beyond the high school level which emphasized the skills and experiences required for the position may be substituted for two of the three years of required work experience.

Skills: Strong keyboarding ability is required. Skill in rapid note taking may be required in some positions. Computer application skills in the use of personal computers and/or mainframe computers are required and includes a functional knowledge of word processing, spreadsheets, data entry/retrieval or database management. Strong written and oral communications skills, the ability to operate electronic, photocopier or other standard office machines, maintain moderately complex filing systems and records, and make mathematical calculations and budget reconciliations are required. Supervisory skills and the ability to train and/or review the work of others are required.

Effort: Secretarial positions are primarily sedentary; however, some positions may require walking and/or standing for extended periods of time. Secretarial positions require extensive keyboarding. Some secretarial positions occasionally require the ability to lift and carry materials and equipment weighing up to 25 pounds, to reach heights up to 8 feet by climbing ladders or stools, and to bend or crouch to reach materials or equipment stored on lower shelves or in lower cabinet/desk drawers.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Relieves the administrator of routine operational details affecting a department or office by exercising and/or delegating secretarial, clerical and office management functions and making administrative decisions on behalf of the administrator when appropriate and within established guidelines or policy.

2. Prepares routine to complex correspondence, class notes, outlines, reports, manuscripts, curriculum and catalog changes, transcripts, and proofs for distribution, approval and/or mass mailing from machine dictation, handwritten drafts, or printed text by using various computer applications (e.g., word processing, spreadsheets, desktop publishing) and database entry and/or typing the documents assigned, checking the documents for completeness and accuracy, and mailing the documents or submitting them to the supervisor or document originator for approval.

3. Performs receptionist duties by receiving and greeting University employees, students, and visitors, directing them to the appropriate offices or persons, providing factual information or materials to routine inquiries (within the capability to do so and within prescribed policies), answering the telephone, taking messages or routing calls according to office procedures utilizing organizational familiarity and necessary discretion, and making appointments as appropriate.

4. Facilitates the success of office and/or departmental activities by scheduling such activities with appropriate offices and agencies in sufficient time to guarantee the availability of the required facilities, advising/contacting participants, preparing activity agendas, handouts, and similar materials, arranging for audiovisual, public address, or associated support equipment, using independent judgment regarding activity alternatives, modifications, or last minute changes, and coordinating or providing assistance during the activities.

5. Performs records management of a moderately complex filing system by receiving, sorting and distributing for filing in an established alphabetical, chronological, and/or numerical filing system office files and documents, creating such files and records as necessary using judgment and knowledge of office requirements, updating files and records through purging and preparing new files or records, and retrieving similar files and documents when directed or requested according to prescribed office procedures and guidelines.

6. Assists with development and management of departmental or office budgets by maintaining non-complex budget records, verifying vouchers and receipts for accuracy, producing financial reports and summaries, making recommendations regarding expenditures, and completing budget transfers as directed.

7. Safeguards the confidentiality of departmental or office administration by exercising discretion in communicating information to faculty, students and staff, and handling departmental records and files, personnel actions, performance evaluations, grade reports, merit, promotion and tenure decisions, and similar confidential items.

8. Prepares and/or completes standard multi-copy forms such as personnel action forms, requisitions, vouchers, informational cards, merit, promotion and tenure letters, and associated form letters by performing keyboarding which requires speed and accuracy, reviewing the completed documents for completeness and accuracy, and submitting the documents to the supervisor for approval or processing the documents according to established procedures.

9. Ensures that standard documents and forms (e.g., personnel action form, position authorization form, purchase request, employment application, W-4) are completed properly by the originator (e.g., student, faculty, staff, part-time employee, job applicant) by reviewing those and similar documents for accuracy and completeness, and returning incomplete/inaccurate documents for correction or assisting the originator in completing such forms.

10. Provides required or requested information and/or data for internal or external reports and records, or for accreditation/certification requirements by researching departmental files and records, retrieving data stored on word processing discs or computer databases, compiling and/or tabulating statistics, organizing and presenting the information in a useable and understandable format.

11. Assists with the academic advisement process (in academic departments) by assigning faculty advisors based upon departmental policy or guidance, requesting copies of the Computer Assisted Student Advisement (CASA) record for individual students, providing academic program guides or similar informational materials upon request, processing student schedule changes, and checking grade sheets prior to submission to the Records Office.

12. Assists in developing a competent and effective office support staff by interviewing and recommending qualified applicants (including student workers) for hire, providing training on departmental procedures and policies, making appropriate work assignments, supervising work activities, and evaluating work performance.

13. Facilitates the proper accountability of University property and equipment assigned to the department or office by maintaining accurate records of such property and equipment, documenting purchases, exchanges or losses, and conducting annual property and equipment inventories.

14. Inputs, revises, stores, and retrieves correspondence, charts, and tables and similar documents on word processing/personal computer equipment by using machine formatting and/or utility capabilities and source documents in order to record, update, or produce copies of such documents.

15. Assists with the development of academic class schedules (in academic departments) by updating existing class schedules on local databases, coordinating classroom availability with the Registration Office, preparing draft class schedules for review by faculty, and entering the final approved class schedule into the University database.

16. Distributes incoming correspondence to appropriate office personnel, students, and/or faculty by receiving, sorting, opening (as appropriate), and routing correspondence according to prescribed office procedures and guidelines.

17. Facilitates efficient and cost effective faculty, student, and staff travel by making travel arrangements (including air travel), hotel reservations, and preparing associated approval forms and expense reports for department or office personnel.

18. Provides required or requested documents by operating (or directing/requesting others to provide such documents) photocopier equipment and/or standard office machines, collating and assembling printed or copied materials such as reports, bulletins, articles and manuscripts, and delivering finished materials as directed.

19. Provides departmental personnel with necessary supplies (including textbooks in academic departments) and maintains sufficient on-hand items for future use by ordering, receiving, sorting, storing and distributing basic office supplies and equipment.

20. Maintains standard office equipment in working condition by following the manufacturer's instructions for cleaning and maintenance, replacing components or parts authorized for replacement by the operator, making minor repairs of office machines within capability to do so, and arranging for repairs or services required to return the equipment to an operational condition.

21. Contributes to the overall success of the department by performing other essential duties and responsibilities as assigned by the immediate supervisor.

SUPERVISION

The Administrative Secretary, DSS is supervised by the Head, DSS and provides supervision or functional guidance to subordinate employees.

OFFICE OF HUMAN RESOURCES
MAY 2005