ADMINISTRATIVE SECRETARY

2 weeks ago

Normal IL USA, United States Alabama A&M University Full time
Summary:

Reports to the unit head or department chairperson and may supervise all other secretaries and student assistants assigned to the unit or department office. Organizes and implements procedures for executing various administrative assignments.

Essential Duties and Responsibilities:

* Reports to the unit head or department chairperson and may supervise all other secretaries and student assistants assigned to the unit or department office.
* Organizes and implements procedures for executing various administrative assignments.   
* Compiles factual information from files, records, publications, and other sources and tabulates this information following standardized report forms.
* Determines when pertinent materials for the files should be attached to certain documents with which the supervisor must deal.
* Reviews incoming correspondence to promptly alert the supervisor to matters of particular concern or interest and to transmit routine correspondence to an appropriate office for action.
* Composes drafts of reports and letters for the supervisor's review and transmits replies to routine correspondence on the supervisor's behalf.
* Assists in arranging meetings of the unit's staff or faculty and serves as recording secretary.
* Takes dictation or transcribes from electronic dictating equipment in preparing finished correspondence, reports, or materials as assigned.
* Types minutes, correspondence, and other documents relating to the operation of the unit or department and proofread these materials to ensure their accuracy.
* Establishes and maintains accurate and current files of letters, reports, records, and other documentary materials and ensures that information in these files is confidential.
* Answers the telephone, places call, makes appointments and reservations, receives visitors, and functions as an office receptionist.
* Performs any other duties that the immediate supervisor may assign.
* Manages the faculty's requests for requisitions, encumbrances, ePAFs, student scholarships/stipends, purchase orders, quotes, office and lab supplies, typing/editing documents, papers, exams, and spreadsheets.
* Contacts appropriate departments to obtain instructions on processing payroll issues, accounts payable and budget issues, course registration, graduation requirements and forms, and student admissions.
* Maintains the budget by utilizing the Banner software for producing budget transfers, requisitions, and reimbursements, as well as keeping track of shipments.
* Independently develops and maintains alumni database contact information by tracking phone, email, and employment information.
* Serves as Liaison between the computer technician and department computer users. Reports to the computer technician all computer hardware and software issues and is knowledgeable enough to troubleshoot some problems herself.
* Supervises bi-weekly students with copying documents, answering the phone, etc. Assists with managing graduate assistants under the direction of the instructors/chair. Handles submitting all payroll paperwork for students.
* Helps welcome first-time freshmen by encouraging them to visit the department, introducing them to our curriculum, and having them speak with the Chair.
* Assists students with AAMU procedures and policies.
* Assists students by performing the task on Banner using the Registration Permit-Override form to add courses that need pre-requisite approval, capacity override, or consent of the instructor. In some cases, we use paper override forms.
* Provides a direct line to students to assist them with departmental policies or direct them to departments that can address their problems.
* Organizes the department meetings by ordering refreshments and transcribing the minutes and departmental meetings.
* Responsible for submitting and tracking requisitions, EPAFs, and budget paperwork for Contracts or Grants as requested by faculty.

Minimum Position Requirements (including certifications, licenses, etc.):

* A bachelor's degree.
* Two (2) years of administrative or clerical experience.

Knowledge, Skills, and Abilities:

* Extensive knowledge of office management policies, practices and procedures
* Ability to compose and prepare reports, records and correspondence.
* Ability to exercise judgment and discretion in interpreting and applying operational policies and procedures.
* Ability to understand and execute complex written· and oral instructions.
* Ability to make accurate calculations and to deal with statistical data.
* Ability to take dictation and to operate a word processor at a corrected rate of sixty words per minute.

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