Office Secretary

Roles and responsibilities

• Perform a range of basic office support activities for a unit/department, such as answering phones and directing calls,
• Respond to inquiries and perform routine clerical, data entry, and word processing work as assigned.
  

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Answer telephones, route calls, take messages, and provide general information; greet and direct visitors; answer routine inquiries; maintain log of inquiries as required.
• Open and route incoming mail; distribute correspondence and other material to department staff/faculty.
• Perform a variety of routine typing assignments as appropriate to the position;
• May operate a personal computer to draft basic correspondence, enter data, and print letters, labels, reports, and/or other materials; type and mail form letters.
• Copy and/or duplicate materials as requested; may oversee day-to-day operation of copy machine.
• Establish, maintain, process, and/or updates files, records, and/or other documents.
• May perform specialized services of a routine clerical/administrative nature in strict accordance with established procedural guidelines, as appropriate to the position.
• May schedule or assist in scheduling appointments, meetings, and/or conferences, as appropriate to the position.
• May order, stock, and distribute office supplies.
• May run various routine errands, as required, for the unit/department.
• Perform miscellaneous job-related duties as assigned.
  

QUALIFICATIONS & EXPERIENCE:

• University diploma/Bachelor's Degree with 2 years of experience related to the secretarial field.
  

KNOWLEDGE & SKILLS:

• Ability to understand and follow specific instructions and procedures.
• Ability to prepare and print routine correspondence, labels, and/or other basic written material.
• Skill in operating basic office equipment.
• Record maintenance skills.
• Receptionist skills.
• Ability to maintain calendars and schedule appointments.
• Word processing or data entry skills.
  

WORKING CONDITIONS:

• Work is normally performed in a typical interior/office work environment.
• No or very limited physical effort is required.
• No or very limited exposure to physical risk.

Desired candidate profile

• Previous experience in an administrative or secretarial role.
• Familiarity with office procedures and administrative tasks.

Key Skills:

• Excellent organizational and time management skills.
• Strong attention to detail and accuracy in all tasks.
• Proficient in typing and data entry.

Interpersonal Skills:

• Strong communication skills, both written and verbal.
• Ability to work collaboratively in a team environment.
• Professional demeanor and customer service orientation.

Technical Skills:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other office software.
• Familiarity with office equipment (e.g., printers, scanners, fax machines).

Personal Attributes:

• Dependable and trustworthy with sensitive information.
• Adaptable and able to manage multiple tasks efficiently.
• Initiative to solve problems and improve processes.

Responsibilities:

• Manage schedules and calendars, including scheduling appointments and meetings.
• Prepare and edit correspondence, reports, and presentations.
• Maintain organized filing systems and ensure proper documentation.
• Answer phones and respond to inquiries in a professional manner.
• Support other administrative staff and assist with special projects as needed.