Secretary

The Secretary II provides administrative and clerical support to management and office personnel by performing a variety of office duties that facilitate efficient daily operations. The position requires the ability to handle routine administrative matters independently, maintain organized records, coordinate office activities, and provide professional customer service to internal and external stakeholders.

Essential Duties and Responsibilities

The Secretary II shall perform duties that include, but are not limited to:

• Screen and direct telephone calls, visitors, and incoming correspondence.
• Respond to routine inquiries regarding office procedures, administrative processes, and organizational programs.
• Determine whether requests should be handled personally, referred to a supervisor, assigned to appropriate staff members, or directed to other offices.
• Prepare routine, non-technical correspondence, memoranda, reports, and other office documents.
• Draft correspondence and administrative materials for management review and signature.
• Maintain calendars and schedule appointments, meetings, and conferences with minimal supervision.
• Coordinate meeting logistics, including scheduling, room reservations, and preparation of meeting materials.
• Attend meetings as required and prepare meeting notes, summaries, and action items.
• Assemble background materials, reports, and supporting documentation for meetings and presentations.
• Review outgoing correspondence and documents for completeness, accuracy, consistency, and compliance with established procedures.
• Verify that appropriate approvals and clearances have been obtained prior to distribution of materials.
• Collect and compile information from files, databases, and staff to respond to routine inquiries and support periodic reporting requirements.
• Maintain office filing systems, records, and administrative tracking logs.
• Coordinate personnel, travel, training, and administrative forms and route them for appropriate processing.
• Explain office procedures and administrative requirements to staff as needed.
• Elevate non-routine, sensitive, or complex issues to management for resolution.
• Perform miscellaneous administrative and clerical assignments as required.

Required Qualifications

• High school diploma or equivalent required.
• Two (2) to four (4) years of general office, administrative, or secretarial experience.
• Proficiency with Microsoft Office Suite, including:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft Outlook
• Experience creating, maintaining, and editing electronic spreadsheets and office documents.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently while following established procedures and guidelines.
• Strong attention to detail and accuracy.

Knowledge, Skills, and Abilities

• Knowledge of standard office procedures and administrative practices.
• Ability to communicate effectively with employees, management, customers, and external stakeholders.
• Ability to prepare professional correspondence and maintain accurate records.
• Ability to exercise sound judgment when handling routine administrative matters.
• Ability to maintain confidentiality and safeguard sensitive information.
• Ability to organize work, prioritize tasks, and follow through on assignments with minimal supervision.

Work Environment

This position is performed in a professional office environment and requires the use of standard office equipment, including computers, telephones, printers, and multifunction devices. The employee may be required to attend meetings and perform administrative support functions in support of office operations.