Temporary Department Secretary

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Position Summary: Assists in and relieves department Director and other staff of clerical work and various administrative tasks. This position is a temporary role and employment will be expected to end by June 30, 2025. 

Principal Responsibilities:

• Answer and screen the telephone and disseminate information to callers or routes calls to appropriate parties.  When appropriate, records details of message and note follow-up action.  Place outgoing calls.
•  Read and route incoming mail. Locate and attach appropriate file to correspondence to be answered by supervisors.
• Fax, mail, and receive all materials related to department activities.
• Check income messages.
• Compose and type routine correspondence such as letters of reference, memos, letters to other departments/agencies. 
• Maintain all departmental filing systems and upgrade systems as needed.  File correspondence and other records.
• Assist in the preparation of monthly/quarterly/annual/ service summary reports, (i.e. transportation usage, PERS etc.) as well as grant applications.
• Follow up vendors regarding invoices and delivery or problem/complains from clients.
• Maintain inventory, inform director of needed supplies, get approval and order office supplies to maintain sufficient levels for smooth operations.
• Schedule appointments for department staff when needed.
• Greet visitors, ascertains nature of business and conducts visitors to employer or appropriate person.
• Make copies of correspondence or other printed material, and monthly Program Calendar.
• Make deposit slips and stamp checks for deposit.
• Compile monthly statistics.
• Assist the Program staff in running programs as needed.
•  Perform other related duties as requested or assigned.

Salary Range: $20 - $23 per hour commensurate with experience

Job Competencies & Minimum Qualifications:

• High school diploma or GED preferred
• One year related experience and/or training
• Working knowledge of Microsoft Office Suite and other technology
• Excellent communication and listening skills
• Excellent customer service skills with a focus on treating clients with respect and dignity
• Able to multi-task and work independently with a great attention to detail

Working Conditions/Physical Demand:

• Business Office Environment with phone and computer use;  travel via public transportation.

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Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)