Secretary

About the Role

Secretaries report to the Office Manager/Office Administrator, assisting in achieving divisional aims and goals. They perform assigned functions in accordance with company policies and procedures.

Responsibilities

• Answer telephones, take and forward messages, and respond to routine questions or requests.
• Direct calls to appropriate personnel.
• Greet visitors, determine the nature of their business, and direct them to the correct personnel.
• Ensure assigned calendar items (daily, weekly, monthly) are completed accurately and on schedule.
• Maintain and set up filing systems, including payroll and personnel files.
• Prepare weekly payroll and proof all employee forms for accuracy.
• Provide and assist new applicants with completing applications.
• Monitor and control inventory, maintain inventory filing systems, and order supplies.
• Manage division address records and Nextel equipment assignments, including additions and corrections.
• Assign work order tickets, maintain work order files, clear work order invoices, and prepare billing.
• Collaborate with service personnel to ensure prompt and accurate processing of service-related paperwork.
• Clear expense code invoices for payment.
• Prepare, archive, and transmit documents such as general correspondence, weekly Vehicle Usage Reports, and monthly Vehicle Assignment Reports.
• Adhere to company policies, including division calendar schedules, office operations procedures, vehicle usage, Hazard Communication Program, and Substance Abuse Program.
• Archive supplier policies.
• Perform additional assignments as directed by the Office Manager/Office Administrator.

Requirements

• Current driver’s license, if required by job conditions.
• Applicable federal, state, and local licenses or certifications as required by job conditions or the company.
• High school diploma, G.E.D., or equivalent Watson training.
• Experience and/or training necessary to perform all aspects of the position efficiently and productively while adhering to company policies and procedures.

Working Conditions

• All work is performed in an office environment.
• Able to work 40 hours per week, with overtime as required and occasional night shifts or out-of-town work.

Skills

• Plan and coordinate activities.
• Evaluate information and analyze problems logically to develop solutions.
• Follow instructions and present information effectively.
• Maintain confidentiality of sensitive information.
• Communicate clearly and work well with others.
• Work independently and manage multiple tasks.
• Understand and use numerical data for budgets, materials, and schedules.
• Make decisions based on personal judgment.
• Perform a variety of office duties and adapt to changing tasks.
• Handle repetitive tasks efficiently.
• Build agreeable working relationships.
• Review written materials for errors in punctuation, spelling, numbers, charts, or tables.
• Possess strong computer and telephone skills.

Physical Requirements

• Hear and see well (naturally or with correction).
• Sit for extended periods.
• Speak clearly.
• Work skillfully with hands and coordinate eye-hand-finger movements.
• Perform repetitive arm, hand, and finger motions.
• Bend and stoop as needed.