Secretary 1

Overview

Provides full range of secretarial support to parole and community services staff.

Key Responsibilities

• office suite
• data reporting
• inventory management
• meeting coordination
• document processing
• travel arrangements

Tasks

-Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks. -Composes routine letters/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature. -Maintains, updates and reviews reference materials and manuals. -Maintains an inventory of supplies and equipment; -Completes, processes, and maintains paperwork for purchasing (e.g., orders, requisitions, invoices, etc.); -operate office suite software; -operate office equipment which includes computers, tablets, and other electronic equipment; -Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month). -take notes (shorthand, speedwriting or other method acceptable to the supervisor). -Greets and directs visitors; -Maintains time and attendance records; -Reviews, routes and prioritizes mail. -Arranges and coordinates meetings (including space and equipment); -schedule and prioritize office workflow; -Organizes and maintains files (including confidential files); -Designs office filing systems; -Answers phones and takes messages; -Pulls and attaches related materials; -Prepares expense accounts; -Takes notes and/or meeting minutes; -Writes minutes of meetings, lectures, conferences, etc. from rough draft; -Scans correspondence; -Using computers, tablets, and other electronic equipment, formats and types a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.; -Makes travel arrangements. -Orders supplies when necessary;

Requirements

• ms word
• ms excel
• ms outlook
• teams
• confidential
• communication

What You Bring

-oral and written communication skills; -Experience supporting multiple people simultaneously. -Experience working with confidential information. -Experience in maintaining paper and digital files, including organizing, tracking, and storing files. -Answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g., appropriate referrals, general purpose of the unit). -Experience utilizing MS Word, creating letters, agendas, memos, and other business communications. -Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). -proper grammar, punctuation and spelling; -Considerable knowledge of -business math; -Proofreads for content; -Knowledge of -Experience utilizing MS Excel, creating spreadsheets, utilizing formulas, functions, and filters. -Ability to -Experience in generating accurate and complete work while under the restraints of a deadline. -interpersonal skills; -Experience utilizing MS Outlook, scheduling meetings, and coordinating calendars. -Experience utilizing Teams, scheduling, and participating in meetings. -Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the contact listed below. -Edits using knowledge of grammar, punctuation and spelling. -Experience in accurately inputting and managing data and using databases to generate reports.

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