Temporary Department Secretary

Position Summary: Assists in and relieves department Director and other staff of clerical work and various administrative tasks. This position is a temporary role and employment will be expected to end by Feb 2027. 

Principal Responsibilities:

• Answer and screen the telephone and disseminate information to callers or routes calls to appropriate parties.  When appropriate, records details of message and note follow-up action.  Place outgoing calls.
•  Read and route incoming mail. Locate and attach appropriate file to correspondence to be answered by supervisors.
• Fax, mail, and receive all materials related to department activities.
• Check income messages.
• Compose and type routine correspondence such as letters of reference, memos, letters to other departments/agencies. 
• Maintain all departmental filing systems and upgrade systems as needed.  File correspondence and other records.
• Assist in the preparation of monthly/quarterly/annual/ service summary reports, (i.e. transportation usage, PERS etc.) as well as grant applications.
• Follow up vendors regarding invoices and delivery or problem/complains from clients.
• Maintain inventory, inform director of needed supplies, get approval and order office supplies to maintain sufficient levels for smooth operations.
• Schedule appointments for department staff when needed.
• Greet visitors, ascertains nature of business and conducts visitors to employer or appropriate person.
• Make copies of correspondence or other printed material, and monthly Program Calendar.
• Make deposit slips and stamp checks for deposit.
• Compile monthly statistics.
• Assist the Program staff in running programs as needed.
•  Perform other related duties as requested or assigned.

Salary Range: $20 - $23.58 per hour commensurate with experience

Job Competencies & Minimum Qualifications:

• High school diploma or GED preferred
• One year related experience and/or training
• Working knowledge of Microsoft Office Suite and other technology
• Excellent communication and listening skills
• Excellent customer service skills with a focus on treating clients with respect and dignity
• Able to multi-task and work independently with a great attention to detail

Working Conditions/Physical Demand:

• Business Office Environment with phone and computer use;  travel via public transportation.