Administrative Secretary

Job Description

Job Description

Position Summary : The Administrative Secretary provides comprehensive administrative and clerical support to the Director of Clinical Services and the broader department, ensuring efficient daily operations and coordination of departmental activities.

Key Responsibilities

• Perform a range of administrative tasks, including document preparation, filing, data entry, and telephone coverage.
• Manage scheduling and logistics for departmental meetings, trainings, POS’ and special events.
• Assist with the preparation and submission of check requests, billing forms, and expense reports using systems such as Concur.
• Support onboarding workflows for new consultants and maintain organized documentation.
• Take and distribute meeting minutes; track follow-up assignments and action items.
• Create and format visual materials using Canva and other tools for departmental communications or presentations.
• Provide backup assistance to the department’s Secretary, including responding to clinical service requests and general departmental support.
• Coordinate calendars and meetings for the Director, consultants, and departmental staff.
• When applicable, provide written and verbal translation services to support effective communication.

SUPERVISORY RESPONSIBILITIES -None

QUALIFICATIONS : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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. Must be able to work flexible hours and maintain all information and activities of the office with a high level of confidentiality. Minimum typing speed of 30 wpm.

EDUCATION and / or EXPERIENCE : High school diploma or general education degree (GED); or four years of related experience and / or training including public contact; or equivalent combination of education and experience.