Temporary Department Secretary

About the role

Assists in and relieves department Director and other staff of clerical work and various administrative tasks. This is a temporary role with employment expected to end by February 2027.

Responsibilities

• Answer and screen telephone calls, disseminate information to callers, or route calls to appropriate parties. Record details of messages and note follow-up actions.
• Place outgoing calls.
• Read and route incoming mail. Locate and attach appropriate files to correspondence for supervisors.
• Fax, mail, and receive all materials related to department activities.
• Check incoming messages.
• Compose and type routine correspondence such as letters of reference, memos, and letters to other departments or agencies.
• Maintain and upgrade all departmental filing systems. File correspondence and other records.
• Assist in the preparation of monthly, quarterly, annual, and service summary reports (e.g., transportation usage, PERS) as well as grant applications.
• Follow up with vendors regarding invoices, deliveries, or client problems/complaints.
• Maintain inventory, inform the director of needed supplies, obtain approval, and order office supplies to ensure sufficient levels for smooth operations.
• Schedule appointments for department staff as needed.
• Greet visitors, ascertain the nature of their business, and direct them to the appropriate person.
• Make copies of correspondence or other printed material, including the monthly Program Calendar.
• Prepare deposit slips and stamp checks for deposit.
• Compile monthly statistics.
• Assist program staff in running programs as needed.
• Perform other related duties as requested or assigned.

Requirements

• High school diploma or GED preferred.
• One year of 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 great attention to detail.

Working Conditions

• Business office environment with phone and computer use.
• Travel via public transportation may be required.

Pay

Salary range: $20 – $23.58 per hour.