SECRETARY - COMMUNITY SERVICE

JOB TITLE:

Secretary

GENERAL JOB DESCRIPTION

Secretary is responsible for facilitating communications within an office and fielding interactions with the public. Their duties include answering and making phone calls, scheduling meetings, and providing personalized support to manager.

MAJOR DUTIES AND RESPONSIBILITES

Prepare and manage correspondence, and documents
Organize and coordinate meetings.

May have to do any of the following:
Maintain schedules and calendars
Arrange and confirm appointments
Organize internal and external events
Handle incoming emails, mail and other material
Set up and maintain document management systems
Set up work procedures
Maintain databases
Communicate verbally and in writing to answer inquiries and provide information

MINOR DUTIES AND RESPONSIBILITIES

Answer telephones and respond to inquiries via telephone or email
Book meeting rooms, set up conference calls and take messages and minutes during meetings

Write emails, memos and letters
Manage database entry and client files
Organize and distribute messages
Prepare and mail outgoing correspondence
Maintain confidential department files/records
Assist with presentations and reports

QUALIFICATIONS FOR THE JOB

Relevant training or qualification
Knowledge and experience of relevant software applications including spreadsheets and database management.
Knowledge of administrative and clerical procedures
Knowledge of business principles
Proficient in spelling, punctuation, grammar and other English language skills
Proven experience of producing correspondence and documents
Proven experience in information and communication management

KEY COMPETENCIES

Verbal and written communication skills

Attention to detail

Confidentiality

Planning and organizing

Time management

Interpersonal skills

Customer-service orientation

 Initiative

Reliability

Stress tolerance

PHYSICAL REQUIREMENTS

Walking
Standing
Lifting 30 pounds