Senior Secretary

Job Title:

 Senior Secretary

 Kent Campus - Kent, OH

Salary:

 $16.12 hourly

Basic Function:

Performs a variety of secretarial, office coordination, and routine administrative tasks in accordance with established policies and procedures. Reports to department head or other designated supervisor.

Additional Basic Function – if applicable:

Examples of Duties:

Duties/essential functions may include, but not be limited to, the following: 

Serves as liaison between supervisor, other department staff, university personnel, and persons outside the university; transmits information, directives, and decisions on behalf of supervisor; assists in the implementation of policies and procedures as assigned by supervisor.

Maintains and monitors department budget; completes and processes various financial forms; records expenditures; monitors spending; assists in identifying discrepancies and resolving problems.

Develops and implements department office procedures and coordinates the daily work flow; may oversee the work of clerical/secretarial staff by training, assigning duties and providing information about changes in departmental and university policies and procedures.

Prepares correspondence, reports, tests, etc., from rough draft copy; proofs and corrects material for final copy; composes routine correspondence (e.g., responses to requests for information, thank you letters, acknowledgement of received information, etc.).

Manages supervisor's appointment and travel schedules; screens visitors and telephone calls for supervisor; schedules meetings; prepares agendas and coordinates arrangements for meeting times, locations, catering services, special equipment, and materials; may attend meetings and take and prepare meeting minutes; makes travel and lodging arrangements and processes reimbursement paperwork.

Screens supervisor's mail; opens and prioritizes mail; reroutes mail to more appropriate individuals; composes responses to routine requests for information.

Creates, maintains, and updates department files and records (e.g., graduate applications, grade rosters, G.P.A.'s, etc.) for reports, future projects and to aid in departmental decision making; compiles data and assists in the preparation of various reports.

Assists supervisor with special projects/events; may include the processing of forms, creation of separate databases, coordination of material, design of promotional materials, coordination of ticket sales, room reservations, catering arrangements, final resolution and attendance of event.

May coordinate and monitor personnel actions (e.g., recruitment, tenure, promotion, etc.); serves as liaison with individuals affected by the personnel actions and other relevant departments (e.g., human resources, academic personnel, payroll, etc.); maintains personnel records and files; ensures personnel policies and procedures are followed.

May supervise student workers.

Performs related duties as assigned.

Additional Examples of Duties – if applicable:

Minimum Qualifications:

High school diploma or equivalent plus eighteen months training or education in office administration or related area (or equivalent training or experience which provides comparable knowledge, skills, and abilities). A minimum of one year experience in providing secretarial services in an office or business setting.

License/Certification:

Knowledge Of:

Specific software may be preferred
Office practices and procedures
Standard procedures for alphanumeric filing
Letter formats
English grammar, spelling, and punctuation

Skill In:

Keyboarding (i.e., 40 words per minute)
Interpersonal communication to effectively interact with university personnel and the public in person and over the telephone (e.g., to transmit directives and decisions, explain policies and procedures)
Written communication (e.g., to compose routine correspondence)

Ability To:

Define problems, collect data, and draw valid conclusions
Establish and implement office procedures
Establish methods to gather, collate, and classify information
Proofread written information
Operate various office equipment
Perform basic mathematics (e.g., add, subtract, multiply, and divide whole numbers, fractions, and decimals, and to calculate percentages)
Apply policies and procedures
Read and accurately follow oral and written instructions
Maintain accurate records
Train and provide effective work direction to other employees
Manage time effectively and set priorities
Carry out and assist in implementing changes
Learn and utilize specific software applications

Preferred Qualifications – if applicable:

Specific software eg. Microsoft Suites and Google Calendar preferred.

Assessments:

Asterisk (*) indicates knowledge, skills, abilities which may require assessments. Assessments could take the form of interview questions, a request to provide work samples or a written or practical test to assess job related competencies.

Working Conditions / Physical Requirements:

None

Working Schedule:

 Monday - Friday, 8:00 a.m. - 5:00 p.m.; however, hours may vary to meet departmental needs

Additional Information:

Must pass a security check. May be asked to take a skills assessment. 

Kent State University is committed to creating a community that is culturally and intellectually diverse and to attracting and retaining a diverse staff. We strive to create and maintain working and learning environments that respect differences, and are inclusive, welcoming, respectful and kind.

We are an equal opportunity employer and are committed to non-discrimination to employ and advance qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status. We comply with VEVRAA and Section 503 of the Rehabilitation Act and provide reasonable accommodations to qualified individuals with disabilities.

For official job descriptions, visit www.kent.edu/hr. 

Kent State University is a Smoke-Free, Tobacco-Free University effective July 1, 2017. Smoking and tobacco use are not permitted on any of Kent State’s campuses or other locations and properties that are owned, operated, or leased by Kent State, both domestic and international. For additional details, visit www.kent.edu/smoke-free.

Disclaimer:

The intent of this description is to illustrate the types of duties and responsibilities that will be required of positions given this title and should not be interpreted to describe all the specific duties and responsibilities that may be required in any particular position. Directly related experience/education beyond the minimum stated may be substituted where appropriate at the discretion of the Appointing Authority. Kent State University reserves the right to revise or change job duties, job hours, and responsibilities.