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SENIOR SECRETARY (S5)
FLSA Status: Nonexempt
Revised July 1, 1999

NATURE OF JOB:
Under general supervision, performs complex secretarial duties including the compilation of data and generation of routine reports. May function as a secretary to high-level administrative or professional position(s). May provide training and/or guidance to other personnel. The principal emphasis is on performing a variety of secretarial duties for which independent judgment is required in handling confidential and nonroutine matters.

EXAMPLES OF WORK:
Depending on divisional assignment, the following are typical examples of work:
* Takes and transcribes dictation and/or prepares and composes routine and nonroutine letters, articles, memoranda, etc. involving administrative, academic, financial, mathematical, scientific or other specialized terminology which may include Greek letters and symbols, equations, formulas or numerical data; 
* Takes and prepares minutes; 
* Prepares public documents such as annual reports and newsletters; maintains and updates unit/department Web pages according to University standards;
* Maintains appointment schedule; makes travel arrangements;
* Screens callers, visitors and mail; independently responds to nonroutine inquiries; 
* Handles logistics for special events such as conferences, lectures or workshops;
* Codes, classifies, files and/or directs filing of materials in a relatively complex filing system; serves as liaison to the University records management program; 
* Maintains and processes unit's payroll and personnel records; 
* Maintains undergraduate and graduate students’ records; 
* Responsible for the repair, maintenance and inventory of unit's equipment; 
* Maintains budget records; reconciles monthly accounting statements; may assist with billing, budget preparation and analysis; 
* Compiles and maintains departmental data; prepares reports;
* Provides training and/or guidance to office clerical and secretarial staff; 
* Maintains attendance records and resolves related leave problems; 
* Prepares standard forms; 
* Performs other related duties as assigned. 

EDUCATION, EXPERIENCE AND ABILITIES:
Requires a minimum of a high school diploma or GED with three years of experience in a secretarial position. Additional secretarial training or related education may be substituted for required experience. Secretarial training and experience in the University environment are preferred. Requires knowledge of office practices and procedures, business English and proofreading and editing skills. Requires hands-on experience with electronic information systems, demonstrated ability to create and maintain databases and spreadsheets as well as use intermediate word processing techniques; and the ability to communicate effectively and interact well with people of all ages and diverse backgrounds.

SPECIAL REQUIREMENTS:
Must be able to pass typing test.
 
The EXAMPLES OF WORK are not intended to be an exhaustive list of all responsibilities and duties assigned to this position.



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