Advanced Stenographic Assistant

2 weeks ago

Buffalo, New York, United States ECMC Full time

HOURLY RANGE: $

POSITION OVERVIEW:

The role encompasses the execution of sophisticated stenographic and administrative duties involving sensitive or semi-sensitive information. The individual may act as the executive assistant to the leader of a small division or to a deputy or head of a larger sector within a significant organization. Responsibilities are carried out under the direct oversight of the department leader and/or deputy leader of the respective agency. The position includes supervisory responsibilities over junior clerical staff and/or typists who assist with more routine tasks. Related duties may be assigned as necessary.

KEY RESPONSIBILITIES:

- Accurately captures and transcribes confidential dictation, correspondence, and reports for the supervisor, including legal, medical, and other specialized terminology;

- Maintains secure files, records, and accounts;

- Aids in the preparation of budgetary information;

- Gathers and verifies data;

- Compiles reports for the supervisor's review;

- Receives and directs incoming calls; schedules appointments;

- Prepares and manages office records such as purchase specifications, contracts, requisitions, etc.;

- Obtains requested information on departmental matters from other divisions, the public, and agencies for the supervisor through phone, personal contact, and file searches;

- Records minutes of meetings and transcribes them;

- Composes standard correspondence;

- Opens and distributes departmental mail;

- Maintains personnel and payroll records for the department;

- Provides supervision or partial oversight of one or more clerical staff or typists;

- Operates electronic software applications for data transcription and entry;

- Utilizes advanced computer systems and equipment to complete assigned clerical tasks.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

Thorough understanding of office terminology, procedures, and equipment; comprehensive knowledge of the organization and functions of the assigned agency; proficient in business arithmetic and English; ability to take dictation at a speed of 100 words per minute and transcribe accurately; capability to compile financial and statistical data and prepare detailed reports; ability to comprehend and follow complex oral and written instructions; skill in supervising lower-level clerical personnel; clerical aptitude; effective communication skills, both verbal and written; ability to establish and maintain productive working relationships with a diverse range of individuals; proficiency in utilizing various electronic software applications; sound professional judgment; capable of performing essential job functions with or without reasonable accommodation.

MINIMUM QUALIFICATIONS:

- Completion of one (1) year of study at a regionally accredited or New York State registered college or business school supplemented by courses in stenography and typing and three (3) years of office experience including stenography and typing; or:
- Graduation from high school or possession of a high school equivalency diploma supplemented by courses in stenography and typing, and four (4) years of office experience, including stenography and typing; or:
- Six (6) years of office experience, including stenography and typing; or:
- An equivalent combination of training and experience as defined by the limits of the above categories.

NOTE: Verifiable part-time and/or volunteer experience will be pro-rated toward meeting full-time experience requirements.

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