Senior Secretary - Department of Language, Culture & Gender Studies-Multicultural Women's & Gender Studies

TITLE

Senior Secretary

JOB SUMMARY

Performs responsible and complex duties associated with a specialized clerical function. Duties may be generally described as: planning, assigning, coordinating, directing, scheduling, evaluating, verifying, training, and processing of information. A thorough knowledge of policies, procedures, and methods for the area of responsibility is required. Initiative and independent judgment are frequently exercised in formulating procedures or methods, and in program coordination. Work is performed under general supervision within established policies and procedures and performance is based upon completion of assignments and results obtained. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Designated supervisor

Supervises: May supervise clerical employees

ESSENTIAL DUTIES - May include, but not limited to the following:

• Performs technical clerical work involving the exercise of independent judgment.

• Exercises independent judgment in selecting and transcribing data from documents that have not been pre-examined or coded.

• Determines work priorities for a section or clerical function.

• Formulates procedures and methods in keeping with general policy.

• Makes appointments for supervisor; receives and screens visitors.

• Responds to telephone questions and inquiries from visitors on departmental policies and procedures.

• Performs the mail run.

• Receives, logs, sorts, and distributes mail.

• Composes routine correspondence to students or the general public.

• Posts bookkeeping information and prepares summary reports.

• Types, letters, reports, forms, and other materials from notes, rough drafts or dictation.

• Maintains a variety of complex and/or confidential records and files.

• Assembles and organizes materials used by the supervisor in completing work assignments.

• Prepares annual appointment and budget forms, periodic reports, class and/or office schedules.

• Coordinates the details of the office to which the incumbent is assigned; supervises and train clerical employees.

• Performs specialized functions and completes special projects.

• Develops office forms and initiates office procedures or changes in office procedures.

ADDITIONAL DUTIES

• Greets and directs visitors, staff, faculty and students.

• Reviews work of other clerical employees.

• Performs other duties as requested.

EDUCATION

High school diploma or equivalent required. Some college course work preferred.

EXPERIENCE

Four years of progressively responsible clerical experience. Additional job-related education may substitute for some of the required experience on a year-for-year basis.

REQUIREMENT

Regular and reliable attendance at the University during regular scheduled days and work hours is an essential function of this position.

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

• Working knowledge of office practices and methods.

• Ability to perform mathematical calculations and/or verify information accurately.

• Ability to coordinate work with other employees, providing direct instruction or supervision as assigned.

• Ability to organize work effectively, conceptualize and prioritize objectives and exercise independent judgment based on an understanding of organizational policies and activities.

• Ability to establish and maintain effective work relationships with students, faculty, staff, and the public.

• Ability to communicate effectively orally, by phone, in person, and in writing.

• Ability to represent the department and University in a friendly, courteous, and professional manner.

• Ability to use a personal computer and other office equipment, including related university software and email.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment.

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment. Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources and Risk Management within 24 hours of the incident.

Texas Woman’s University, an AA/EEO employer, provides equal opportunity to all employees and applicants for employment and prohibits discrimination on the basis of race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or any other legally protected category, class or characteristic.

All offers of employment will be contingent on the candidate’s ability to provide documents which establish proof of identity and eligibility to work in the United States. Positions at Texas Woman’s University deemed security-sensitive require background checks and verification of all academic credentials.

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government. For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.