Executive Secretary

Executive Secretary

This position is responsible for providing administrative support by coordinating staff and general administrative functions to specific departments and / or supervisor, with little or no supervision. Incumbents possess a broad knowledge of all functions and operations within a department and can generally apply judgment and make decisions within established guidelines.

Duties and Responsibilities :

• Screens phone calls and visitors, directing to appropriate staff or department when necessary; provides information requiring comprehensive knowledge and may interpret department policy, procedure and operations.
• Opens and reviews all incoming mail; answers inquiries and composes correspondence on own initiative on general and technical matters in accordance with established guidelines and forwards other items to supervisor or appropriate staff, may have signatory authority regarding correspondence.
• Performs a variety of administrative and / or secretarial support activities for supervisor such as composing replies to correspondence on own initiative, interpreting and explaining established policy and procedure in response to inquiries from a variety of sources, summarizing reports and information to facilitate review by superior and investigating, evaluating and resolving problems within scope of position.
• Maintains calendars for assigned staff, regularly prioritizing and arranging meetings, conferences and appointments; arranges necessary travel reservations and itineraries; anticipates and prepares background materials needed.
• Plans and arranges conferences or meetings under general instructions from supervisor; communicates arrangements to appropriate individuals.
• Prepares or directs preparation of minutes, notices, manuals, agendas and correspondence with all supporting documentation.
• Maintains and reconciles budgets for departmental accounts; monitors expenditures and performs simple analysis on accounts; prepares both special and recurring reports for supervisor and makes recommendations for payments and purchases.
• Coordinates business affairs, personnel matters and may interpret policies and procedures.
• May supervise other clerical staff.
• Serves as liaison to staff, community members, and other outside agencies concerning information or complaints.
• Performs other related duties as assigned.

Knowledge, Skills, and Abilities :

Minimum Qualifications :