Senior Secretary - Physical Therapy

TITLE

Senior Secretary

JOB SUMMARY 

Performs responsible and complex duties associated with a specialized clerical function.   Duties may be generally described as: planning, assigning, coordinating, directing, scheduling, evaluating, verifying, training, and processing of information.  A thorough knowledge of policies, procedures, and methods for the area of responsibility is required.  Initiative and independent judgment are frequently exercised in formulating procedures or methods, and in program coordination.  Work is performed under general supervision within established policies and procedures and performance is based upon completion of assignments and results obtained.  The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to:   Designated supervisor

Supervises:  May supervise clerical employees

ESSENTIAL DUTIES - May include, but not limited to the following:

• Performs technical clerical work involving the exercise of independent judgment.
• Exercises independent judgment in selecting and transcribing data from documents that have not been pre-examined or coded.
• Determines work priorities for a section or clerical function.
• Formulates procedures and methods in keeping with general policy.
• Makes appointments for supervisor; receives and screens visitors.
• Responds to telephone questions and inquiries from visitors on departmental policies and procedures.
• Performs the mail run.
• Receives, logs, sorts, and distributes mail.
• Composes routine correspondence to students or the general public.
• Posts bookkeeping information and prepares summary reports.
• Types, letters, reports, forms, and other materials from notes, rough drafts or dictation.
• Maintains a variety of complex and/or confidential records and files.
• Assembles and organizes materials used by the supervisor in completing work assignments.
• Prepares annual appointment and budget forms, periodic reports, class and/or office schedules.
• Coordinates the details of the office to which the incumbent is assigned; supervises and train clerical employees.
• Performs specialized functions and completes special projects.
• Develops office forms and initiates office procedures or changes in office procedures.

ADDITIONAL DUTIES

• Greets and directs visitors, staff, faculty and students.
• Reviews work of other clerical employees.
• Performs other duties as requested.

EDUCATION 

High school diploma or equivalent required. Some college course work preferred. 

EXPERIENCE

 Four years of progressively responsible clerical experience.  Additional job-related education may substitute for some of the required experience on a year-for-year basis.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.  

KNOWLEDGE, SKILLS, AND ABILITIES - 

The following are essential:

• Working knowledge of office practices and methods.
• Ability to perform mathematical calculations and/or verify information accurately.
• Ability to coordinate work with other employees, providing direct instruction or supervision as assigned.
• Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities.
• Ability to establish and maintain effective work relationships with students, faculty, staff, and the public.
• Ability to communicate effectively orally, by phone, in person, and in writing.
• Ability to represent the department and University in a friendly, courteous, and professional manner.
• Ability to use a personal computer and other office equipment, including related university softwar