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Description
Purpose:
To provide confidential, accurate, and timely secretarial support to the Director and/or department you are supporting. To ensure communication and documentation is handled in a professional and confidential manner. To act as a liaison between the employees and the Director you support.
Status: Non-Exempt
Qualifications:
- High School diploma required, Associate’s Degree preferred.
- One [1] year clerical experience.
- Ability to accurately and timely perform data entry and filing duties.
- Edits work for spelling and grammar, presents numerical data effectively and is able to accurately read and interpret written information. Monitors own work for quality.
- Ability to organize and prioritize work; uses time efficiently.
- Ability to work independently.
- Ability to maintain confidentiality.
- Strong typing and computer skills.
- Experience with Microsoft Office Products (Word, Excel, Outlook); proficiency in Word and Excel required.
- Adapts to changes in the work environment, manages competing demands, and is able to deal with frequent change, delays or unexpected events.
- Demonstrated ability to communicate effectively in oral and written form. Excellent verbal and written communication skills.
- Excellent organizational, time management, and interpersonal skills, as well as attention to detail.
- Adherence to Agency policies including Attendance Policy.
- Valid NYS Driver’s License acceptable to Agency insurance standards, preferred. Maintenance of valid insurance and registration and provide proof of insurance if using own vehicle.
Physical/Cognitive Requirements:
- Sitting for extended periods of time.
- Use of computers and/or writing for extended periods of time.
- Exposure to office equipment/chemicals.
- Bending, reaching, pulling, and pushing in the course of filing and miscellaneous clerical work.
- Speaks clearly and remains calm in stressful or demanding situations.
Responsible to: Department Director/Designee
Essential Functions:
- To act as a liaison between the employees and the Director you support.
- To assist with the management of the Director’s/Assistant Director’s calendar/schedule(s) and phone/messages, assuring appropriate access to Director/Assistant Director by others.
- To accurately, timely, and confidentially type/file/copy/distribute materials for Director/Assistant Director, as requested.
- To coordinate and ensure dead filing and storage.
- To type/file/copy/fax/distribute material for the Director of Independent Services and Self Direction staff including Start Up and Support Brokers, Fiscal Intermediaries and other Self Direction staff as requested.
- To update personal information sheets as directed.
- To prepare and maintain any files, binders, books, records for the department as requested by the Director.
- To perform paper and system audits as necessary/requested.
- To take and maintain accurate meeting minutes.
- Ensure filing is done accurately and timely.
- To assist with data entry/report creation and running/databases/clerical functions, as assigned.
- To assist with secretarial coverage for the Executive Director and Front Desk/Reception coverage as necessary.
- To assist with Agency mail distribution, confidentially and accurately, as necessary.
- Any and all other related duties as requested/required by supervisor(s).
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