Job Description

Sample

Employers can use the following sample to create their own "Job Description" document.

ADMINISTRATIVE SECRETARY I
Summary Statement

Under the supervision of a Manager, the incumbent performs a variety of administrative support and office clerical functions for a Department Head and/or Division Manager. These duties include taking and preparing minutes, composing and typing administrative/confidential/legal documents, arranging of appointments and travel plans, and performing the general duties of a private secretary. Responsibilities may include supervising a small clerical staff.

How long have the duties and the distribution of time been substantially as below?

3 years

Major duties and responsibilities

1. Liaises with other departments, divisions, outside agencies, committees, or boards regarding office administrative matters pertaining to the immediate supervisor.
2. Prepares, maintains and provides letters, memoranda, reports, forms and other materials from rough draft, final working draft notes, and dictation notes for supervisor's review and signature, in accordance with department or division policy.
3. Composes and prepares correspondence of a simple and straightforward nature for the division or department.
4. Performs other secretarial and clerical functions such as assembling, taking and preparing minutes, agendas or other reports for division or department committees.
5. Answers telephones and personal inquiries. Provides information and referrals to employees and the general public, as required.
6. Develops and maintains efficient and up-to-date filing system.
7. Arranges meetings and schedules out-of-town travel for departmental or division personnel.
8. Ensures that adequate operating levels of office supplies, equipment and furniture are maintained, by preparing and processing requisitions and verifying completed purchase orders. Also prepares vouchers and billings for division services, travel requests, other reports related to revenues collected and financial or budget statements. May be required to administer and disburse petty cash.
9. Maintains accurate records of hours worked by division or department employees. Includes securing timesheets, calculating overtime and benefits accrued and preparing related payroll reports. Prepares various personnel action forms and coordinates with the Office of Employee Services to assure compliance with policies and procedures.
10. May be required to supervise clerical staff or to be lead person for secretarial staff. Assigns tasks and reviews work of subordinates.
11. Coordinates all details related to special projects and events, i.e., the annual sales conference and the quarterly division general meetings.
12. Performs other related duties as assigned.

Minimum qualifications and skills

1. Graduation from high school or the equivalent, and four year's work experience in an office performing secretarial or office clerical duties. Office administration training may be substituted for one year's experience if the course work is sufficient to be the equivalent.
2. Demonstrated proficiency in the use of personal computers, with a working knowledge of computer software for filing, word processing, spreadsheets, database management and emailing. Abililty to type 60 wpm net. Ability to record minutes of meetings in an accurate, efficient and timely manner. Shorthand and speedwriting skills would be an asset.
3. A working knowledge of various standard office equipment and other specified technical equipment such as a business calculator, copying machine, fax machine, etc.
4. A working knowledge of modern office policies and procedures in a computerized and local network environment.
5. Ability to schedule appointments, develop and maintain complex filing systems and keep orderly records.
6. Ability to relate well with co-workers, supervisors, other employees, client groups and the general public, and provide leadership and work direction to subordinates.
7. Possession of a valid driver's license.

Mental Effort

• Mental and visual concentration during computer work four or five hours daily, for accuracy in data entry and editing.
• Listening and mental attentiveness in dealing with customer or public queries, and manager's requirements.
• Mental effort required in multi-tasking and handling interruptions that require constant refocusing.

Physical Effort

• Performs multiple, repeated and sustained hand-eye movements on computer keyboard and screen up to four to five hours daily.
• Lifts and shelves office supplies (up to 30 pounds) daily;
• Sits for extended periods of up to five hours daily, operating computer and other office equipment.

Working Conditions

• Works in confined space of four-feet high, minimum-grade baffled privacy station.
• Governed by concurrent and dynamic deadlines, despite conflicting priorities and frequent interruptions.
• Intermittent exposure to co-workers/clients; occasional handling of queries and calls from upset or irate people.
• Frequent exposure to glare from computer screen, printer toners or chemicals.
• Lifting of boxes that can result in injury to back, feet or hands.

Type of Supervision Received

Reports to a department head or division manager. Works under general instructions to prioritize and complete assigned tasks. Assignments are periodically checked for progress by the immediate supervisor.

Type of Supervision and/or Assistance Given

May be required to supervise clerical staff or to be lead person for secretarial staff. Assigns, prioritizes tasks and reviews work of subordinate staff.