Secretary

Department: Finance and Administrative Services

General Statement of Job

The Secretary performs secretarial duties in the department and provides support to the Office of the Vice President for Finance and Administrative Services.

Specific Duties and Responsibilities

Essential Functions:

• Interacts and provides customer service (in person, email, and telephone) with students, staff and the public in a positive manner and answers questions regarding department matters.

• Responds to internal and external inquiries, problems and concerns, and exercises sound judgment in addressing referral of inquiries or concerns, or transferring them to the appropriate department/person.

• Prepares routine correspondence, forms, reports, graphs, letters, memos, and other material using standard electronic and computer-based equipment.

• Coordinates signatures submitted to Vice President's Office, including maintaining log-in and log-out sheets, scanning final signatures, and returning to departments.

• Works on clerical and filing functions, maintains organization of hard-copy and electronic files, and answers the telephone.

• Participates in proofreading reports, program revisions, or other related documents.

• Assists in planning meetings/activities/events.

• Attends training sessions as available to increase and improve skills.

• Conducts back-up procedures on computers.

• Scans files as needed and uploads files into specified department shared drive folders.

• Maintains files of specified and confidential materials.

• Ensures conference rooms are adequately setup for Vice President meetings.

• Maintains calendars of scheduled appointments, meetings and special events.

• Assists in monitoring the budget for the department.

• Assists in processing requisitions and invoices for payment.

• Monitors and manages inventory and supplies, re-orders, and stocks items as needed.

• Maintains tickler of annual reports and other activities.

• Assists with the preparation of workshop materials, department projects, and online data.

• Performs other duties as assigned.

Required Education and Experience

1. To qualify, one of the following must be met:

• College Certificate; Associate's degree preferred

• A minimum of 30 earned college hours

2. At least one (1) year of work experience in a professional work setting required.

Required Knowledge, Skills and Abilities

• Excellent oral, written and interpersonal communication skills.

• Strong computer skills with knowledge of Microsoft Office including, but not limited to, Word, Excel, PowerPoint, and Outlook, the Windows environment, and internet research skills.

• Strong proficiency in composing correspondence and preparing lengthy documents and reports.

• Strong critical-thinking and problem-solving skills.

• Ability to prioritize, organize, and complete multiple tasks with attention to detail, within stated deadlines.

• Ability to work independently as well as a team player within department and with others.

• Ability to adapt to constant change and periods of fast-paced, high-intensity work situations.

• Demonstrated commitment to achieving the vision and mission of South Texas College.

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

• Ability to write routine reports and correspondence.

• Ability to effectively present information and respond to inquiries from students, faculty, staff, and the general public.

• Ability to apply practical understanding to carry out instructions furnished in written, oral, or diagram form.

• Ability to deal with problems involving several concrete variables in standardized situations.

Checks, Certificates, Licenses, and Registrations

• Security Sensitive position: All applicants are subject to a criminal background check under South Texas College policy.

Physical Requirements

• Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

• Bending the body downward and forward by bending leg and spine.

• Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.

• Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.

• Applying pressure to an object with the fingers and palm.

• Perceiving the nature of sounds at normal speaking levels with or without correction.

• Ability to receive detailed information through oral communication, and to make the discrimination in sound.

• Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.

• Ability to make rational decisions through sound logic and deductive processes.

• Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.

• Sitting particularly for sustained periods of time.

• Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.

• Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

• Mobility to accomplish tasks, particularly for long distances or moving from one work site to another.

The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.