Administrative Secretary - Kent, United States - Kent State University

Kent State University Kent, United States

6 days ago

Description

Job Title:
Administrative Secretary

Physical Location:
Kent Campus - Kent, OH

Salary:
$17.31/hour

Basic Function:

Performs a variety of secretarial, office management, and nonroutine administrative tasks to ensure the smooth operation of Kent State University and department programs and projects.

Reports to Dean, Director, or comparable administrative supervisor.

Additional Basic Function - if applicable:

Examples of Duties:
Duties/essential functions may include, but not be limited to, the following:

Serves as liaison and acts on behalf of supervisor in regular dealings with people within the university (e.g., Directors, Chairpersons, etc.) and outside the university (e.g., representatives of agencies, professional contacts, etc.) concerning a variety of issues; represents administrator at meetings; provides information and recommends a course of action.

Prepares statistical and narrative reports and replies to inquiries through interpretation of departmental policies and procedures by selecting relevant information from a variety of sources (e.g., multiple departments) and summarizing and interpreting information, under general direction.

Coordinates and monitors multiple department/area budgets and accounts; approves expenditures and signs various financial forms; researches and reconciles discrepancies; assists in budget projections.

Independently composes nonroutine correspondence on behalf of supervisor and/or under own signature.

Directs the work of other clerical/secretarial staff by training, evaluating, assigning duties, and providing information about changes in department and university policies and procedures; may make hiring, firing, and disciplinary recommendations.

Manages supervisor's appointment and travel schedules; schedules meetings; prepares agendas and coordinates arrangements for meeting time and location, catering services, special equipment and materials; may attend meetings as supervisor's representative and prepare meeting minutes; makes travel and lodging arrangements and processes reimbursement paperwork.

Assists supervisor with special projects/events; may include the processing of forms, creation of separate databases, coordination of material, design of promotional materials, coordination of ticket sales, room reservations, catering arrangements, final resolution and attendance of the event.

Provides secretarial support; prepares various materials; maintains files; retrieves information; screens calls and visitors; opens and screens mail, etc.

May coordinate and monitor personnel actions (e.g., recruitment, tenure, promotion, etc.); serves as liaison with individuals affected by the personnel actions and other relevant departments (e.g., human resources, academic personnel, payroll, etc.); maintains personnel records and files; ensures personnel policies and procedures are followed.

May train and direct student or temporary employees; may participate in training new employees.

Performs related duties as required.

Additional Examples of Duties - if applicable:

Minimum Qualifications:

High school diploma or equivalent plus eighteen months training or education in office administration (or equivalent training or experience which provides comparable knowledge, skills, and abilities).

A minimum of two years progressively responsible experience providing secretarial services in an office or business setting.

License/Certification:

Knowledge Of:
Basic bookkeeping/accounting procedures and terminology

Office practices and procedures

Standard procedures for alphanumeric filing

Letter formats

English grammar, spelling, and punctuation

Specific software may be preferred

Skill In:
Keyboarding (i.e., 45 words per minute)

Written communication (e.g., to compose reports, nonroutine correspondence, and memos)

Interpersonal communication to effectively interact with university personnel and the public in person and over the telephone (e.g., transmit directives and decisions, interpret and explain policies and procedures)

Ability To:
Define problems, collect data, and draw valid conclusions

Establish methods to gather, collate, and classify information

Maintain accurate records

Apply policies and procedures

Establish and implement office procedures

Train and provide effective work direction to other employees

Manage time effectively and set priorities

Operate various office equipment

Proofread written information

Perform basic mathematics (e.g., add, subtract, multiply, and divide whole numbers, fractions, and decimals, and to calculate percentages)

Read and comprehend a variety of written material

Learn and utilize specific software applications

Preferred Qualifications - if applicable:

Assessments:
Asterisk (*) indicates knowledge, skills, abilities which may require assessments.

Assessments could take the form of interview questions, a request to provide work samples or a written or practical test to assess job related competencies.

Working Conditions / Physical Requirements:
None

Working Schedule:
Typically, Monday through Friday, 8:00 a.m. to 5:00 p.m.; however, schedule may vary to meet departmental needs.

Additional Information:
Must pass a security check. May be asked to take a skills assessment.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

For official job descriptions, visit

Kent State University is a Smoke-Free, Tobacco-Free University effective July 1, 2017.

Smoking and tobacco use are not permitted on any of Kent State's campuses or other locations and properties that are owned, operated, or leased by Kent State, both domestic and international.

For additional details, visit

Disclaimer:

The intent of this description is to illustrate the types of duties and responsibilities that will be required of positions given this title and should not be interpreted to describe all the specific duties and responsibilities that may be required in any particular position.

Directly related experience/education beyond the minimum stated may be substituted where appropriate at the discretion of the Appointing Authority. Kent State University reserves the right to revise or change job duties, job hours, and responsibilities.

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