Executive Secretary TERO

About the role

This position provides administrative support by coordinating staff and general administrative functions for specific departments and/or supervisors with little or no supervision. The role requires broad knowledge of departmental functions and the ability to apply judgment within established guidelines.

Responsibilities

• Screen phone calls and visitors, directing them to appropriate staff or departments; provide information, interpret department policy, and explain procedures.
• Open and review incoming mail; answer inquiries and compose correspondence on general and technical matters, forwarding items to supervisors or staff as needed. May have signatory authority for correspondence.
• Perform administrative and secretarial support for supervisors, including composing replies, interpreting policies, summarizing reports, and resolving problems within the scope of the role.
• Maintain calendars, prioritize and arrange meetings, conferences, and appointments; coordinate travel reservations and itineraries; prepare background materials.
• Plan and arrange conferences or meetings under general supervisor instructions; communicate arrangements to relevant individuals.
• Prepare or direct the preparation of minutes, notices, manuals, agendas, and correspondence with supporting documentation.
• Maintain and reconcile departmental budgets; monitor expenditures, perform simple account analysis, and prepare reports with recommendations for payments and purchases.
• Coordinate business affairs and personnel matters; interpret policies and procedures as needed.
• May supervise other clerical staff.
• Serve as a liaison to staff, community members, and outside agencies regarding information or complaints.
• Perform other related duties as assigned.

Requirements

• High School diploma or GED equivalent.
• Four years of clerical/secretarial experience; OR any equivalent combination of experience, training, and/or education approved by Human Resources.
• Knowledge of office and administrative practices and principles.
• Proficiency in Microsoft Office Suite and other department-specific software.
• Skill in composing letters and preparing reports.
• Skill in recording and compiling material for reports.
• Ability to operate office machines, including computers, telephones, and copiers.
• Strong communication skills and ability to maintain confidentiality.

Background check and drug screening are required as conditions of employment.