Secretary to Director

Primary Purpose:

Perform secretarial duties and auxiliary tasks for the division as required.

Qualifications:

Education/Certification:

• High school diploma or GED certified and post secondary course work

Special Knowledge/Skills:

• Ability to type a minimum of 50 words per minute
• Proficient in the use of the English language
• Bilingual skills desired
• Proficient computer skills with knowledge of the following software applications:
• Microsoft Word
• Excel
• Microsoft Outlook
• Ability to communicate effectively (verbal and written)
• Strong organizational and data management skills

Experience:

• Four years of job related experience

Major Responsibilities and Duties:

• Assist and provide administrative support to the Career Pathways Director in matters pertaining to the functioning of the Adult Education office and Career Pathways program
• Organize and process preparation of hiring of personnel, absence reports, filing systems and requisition of supplies for the division.
• Assist with preparation of grants, service agreements and contracts.
• Assist with managing conference and classroom space.
• Assist with scheduling meetings with partners and stakeholders.
• Assist in responding to workforce student requests for information and enrollment verifications.
• Communicate with training providers.
• Assist with audits and gathering of information in preparation for program audits.
• Answer and direct telephone calls to appropriate personnel.
• Greet visitors and assist them with their requests.
• Prepare purchase orders, payment authorizations for the division and P-Card facilitation.
• Managing travel requests and processing in-county and out of town travel reimbursements as assigned.
• Compose letters and memorandums as directed.
• Maintain all files, forms and records for the division.
• Assist with preparation and record keeping of division budgets.
• Assist with payroll and other division reports.
• Receive deliveries and keep inventory of supplies and materials.
• Prepare daily mail outs and dissemination of mail.
• Assist division administration with preparation of workshop materials.
• Provide assistance with proofing of division written communications.
• Prepare flyers, assist with outreach for workforce events and certificates.
• Maintain confidentiality of information.
• Perform other duties as assigned.