Administrative Secretary - Brazos Center

General Summary:

Provides secretarial and bookkeeping assistance to the Director of the Brazos Center.

Essential Duties:

Other duties may be assigned.  Greets and assists visitors to the Brazos Center; answers the telephone, takes messages and directs calls/visitors to appropriate personnel; Performs bookkeeping functions, including maintaining a balance of vendor accounts and processing invoices; Responsible for ordering supplies and equipment for the department. Works with the Purchasing Department to assist with the completion, submission, and approval of purchase orders, including generating the purchase order and closing the account when the merchandise arrives.  Maintains inventory for the department.  Assists with the preparation of the annual budget and monitors expenditures monthly; Runs an expenditure status report at the beginning of each month and submits a copy to the Director; Keeps up with auction items and sees to their dispersal; Type letters, reports, memos and other documents as needed; Generates directional signage daily for each event; Responsible for keeping files neat, organized and easily accessible and disposing of dated documents in accordance with state regulations; Responsible for ordering, issuing and maintaining inventory of uniforms used by the building attendants; Assists director in submitting timecards for the staff; Assists with coordinating and preparing for special events as needed; Responsible for sending and receiving contracts and all necessary paperwork needed with catering and alcohol companies. Complies with policies and procedures delineated in the current “Employee Handbook and Personnel Policies of Brazos County, Texas.”

Other Duties as assigned.

Supervision   
Received:   
Given: This is a non-supervisory position.

Education   
Required: High school diploma or its equivalent, plus at least two years of experience in a professional secretarial position; or any equivalent combination of education and experience which provides the required knowledge, skills, and abilities.
Preferred:

Experience   
Required: To perform this job successfully, an individual must be able to perform each essential duty satisfactory.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Preferred:   

Certificates, Licenses, Registrations   
Required: Valid Texas driver’s license and dependable vehicle.  
Preferred:   

Physical Demands   
Typical: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel; reach with hands and arms; bend and kneel; and talk and hear.  The employee frequently is required to stand and walk.  The employee must frequently lift and/or move objects weighing up to 20 pounds, such as books and stacks of records.  Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.  The employee may occasionally be called upon to perform acts of intense physical exertion during emergency situations.  

Knowledge, Skills, & Abilities   
Typical: Basic math, standard office practices and procedures, computers, bookkeeping procedures and department and county functions, principles, and practices.  Operate a computer, including proficiency with word processing and spreadsheet software, read and interpret standard policies, manuals and memos; understand and follow instructions; greet the public and callers promptly and courteously; operate standard office equipment such as copy and facsimile machines; type 60-65 wpm; communicate effectively, both orally and in writing; work independently; set own work priorities; and maintain effective working relationships with co-workers and the general public.

Work Environment   
Typical: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderate.  The employee is constantly required to work closely with others as a part of a team to perform multiple tasks simultaneously and to switch from one task to another. The employee is occasionally required to perform tedious and exacting work and to do work under time pressures to meet deadlines.