TEXAS A&M UNIVERSITY-COMMERCE

Position Title:  Administrative Secretary I –Campus Recreation                                        Code:          0009

Department:  Campus Recreation                                                                                             PIN:             R00353

Reports to:  Director                                                                                                                      Date:            2008

FLSA Status:  Non-Exempt                                                                                                       Zone:        4

 

PURPOSE OF POSITION:

Responsible for performing secretarial support relieving supervisor(s) of clerical work and minor administrative and business detail.

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.
  • 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.
  • Operates electronic calculator, transcribing machine and other office machines  May take dictation by machine, or may transcribe notes on typewriter, or computer, or transcribes from voice recordings.
  • Arranges travel schedules and reservations, prepares travel applications and vouchers.
  • 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.
  • Assists in the preparation of department budget and tracks expenditures.
  • Evaluates work methods, makes suggestions to improve procedures and job efficiency.
  • 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.
  • Analyzes department operating practices such as recordkeeping systems, forms control, and office layout, to create new systems or revised established procedures.

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:

High school diploma or equivalent required with zero to one (0-1) year secretarial experience or completion of some business courses and one year clerical experience. Knowledge in business communications, spelling, punctuation and basic office procedures required.  Knowledge of FAMIS and Texas A&M University-Commerce, plicies and procedures.  Must possess current First Aid/CPR/AED certification.  Must possess excellent writing and verbal skills.  Three (3) years of secretarial experience.  Possess current First Aid & CPR Instructor certification.

SUPERVISION OF PERSONNEL:

May supervise student workers and graduate assistants.

 

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Employee Signature                                                                                                            Date

 

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Supervisor Signature                                                                                                           Date