TEXAS A&M UNIVERSITY-COMMERCE

Position Title: Administrative Secretary II – Educational Administration Code: 0010

Department: Educational Administration PIN: R00319

Reports to: Department Head Date: 3/14/03

FLSA Status: Non-Exempt

PURPOSE OF POSITION:

Maintain official records and executes administrative policies determined by or in conjunction with other administrators and generally works under deadlines.

ESSENTIAL FUNCTIONS:

• Serves as receptionist by greeting visitors, ascertaining nature of business and conducting visitor(s) to the appropriate person. Assists students, staff and others in department in order to regulate and oversee department activity.
• Answers telephone and gives information to callers or routes call to appropriate area and places outgoing calls. Schedules appointments.
• Uses computer for word processing and other needed functions in order to compile and produce reports, compose and prepare correspondence, and produce other requested documents. Makes copies of correspondence or other printed material. Types needed requisitions in order to purchase equipment and supplies for departmental use.
• Opens, reads, and distributes mail; assembles related material for use by supervisor in answering mail; may answer routine inquiries requiring interpretations of departmental regulations. Prepares outgoing mail.
• Maintains departmental files, authorizes use of same and keeps interested groups informed as to availability of materials. Acts as custodian of corporate documents and records. May maintain documents and records for department budget preparation, student records or related information.
• Arranges travel schedules and reservations, prepares travel applications and vouchers.
• Assists in the preparation of department budget and tracks expenditures.
• Maintains departmental inventory by counting material, equipment, merchandise or supplies in stock and orders according to department need for business. Contacts appropriate individual for equipment repairs; and performs simple preventative maintenance on office equipment.
• Records minutes of staff meetings.
• Coordinates collection and preparation of operating reports such as time and attendance records, terminations, new hires, transfers, budget expenditures, statistical records of performance data and student information.
• Prepares memorandums outlining and explaining administrative procedures and policies to students, employees, professional staff or faculty. May direct preparation of information such as records, reports, minutes, correspondence, and memorandums.
• Plans conferences, prepares class schedules, coordinates training opportunities, meetings and other business activities.
• May assist with the preparation and filing of University documents, and/or grants, with government agencies to conform with statues.
• Evaluates work methods and makes suggestions to improve procedures and job efficiency. May coordinate activities between departments within the University.
• Analyzes department operating practices such as recordkeeping systems, forms control, and office layout, to create new systems or revised established procedures.
• May provide training and act in lead capacity for administrative secretary I and clerical staff.

Contributes to the effective team management of all relevant problems, issues and opportunities.

This job description shall include, but is not necessarily limited to, the above duties. May temporarily perform other duties assigned to maintain operations and services.

MARGINAL FUNCTIONS:

Marginal Functions will vary with the specific assignment and depend on the particular unit or function for which the person is responsible.

KNOWLEDGE & SKILL REQUIREMENTS:

Requires high school diploma or equivalent, one to two (1-2) years secretarial experience, courses in business practices, typing, etc. and working knowledge of business communications, spelling, punctuation, and office procedures. Ability to maintain records, prepare reports, compose letters and memoranda, ability to understand and follow oral and written instructions, assign and supervise other office workers, and make minor decisions in accordance with departmental and university regulations. Good interpersonal skills a must.

SUPERVISION OF PERSONNEL:

Supervises office assistants.

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Employee Signature Date

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Superivosr Signature Date