JOB SUMMARY

The Administrative Secretary performs a wide range of administrative and clerical activities to support the efficient operation of the programs offered by Methodist Children's Home.  This position requires knowledge of administrative and clerical systems as well as word processing, spreadsheet, database and presentation software.  This position serves as the receptionist for the office/department, and it involves frequent contact with consumers, agency employees, other agencies, vendors and visitors. This position requires interacting with others in a professional and courteous manner.  The Administrative Secretary must maintain a healthy value system, including moral and ethical behavior consistent with the agency's mission and core values. 

DUTIES AND RESPONSIBILITIES

• Answer, screen and transfer inbound calls.
• Receive and direct visitors and clients.
• Receive and route correspondence.
• Complete clerical tasks required to ensure the efficient operation of the office.  These duties include copying/scanning, data entry, tracking client and volunteer data, submitting invoices for payment in compliance with agency policy and procedures, arranging conference calls and scheduling meetings.
• Complete assignments as directed by supervisor. 
• Maintain electronic and paper files for the department/office.   
• Maintain confidentiality of information and records received in accordance with agency policy and applicable laws.
• Prepare correspondence, program reports and other documents.
• Record, prepare and distribute minutes of various meetings.
• Coordinate maintenance of office space and office equipment. 
• Maintain office supply inventories.
• Manage agency funds, resources and equipment according to agency policy and procedures.
• Ensure all facilities and equipment are clean, organized and maintained.

WORKING CONDITIONS

The Administrative Secretary is an hourly position with a normal workweek of 40 hours.  The normal work schedule is 8:00 a.m. to 5:00 p.m. weekdays, but it may be changed to meet the needs of the office/department. An automobile for in town travel is required. Mileage reimbursement is provided for use of personal vehicle for approved business purposes. A technology stipend is provided to support the communication requirements of this position.

EDUCATION/LICENSURE

A high school diploma and three years of relevant experience are required.  

TRAINING

Training hours must be completed annually to comply with licensing and accreditation standards, as well as MCH policy.  The employee's supervisor may require additional training to meet specific job requirements or enhance professional growth.  Completion of training requirements is mandatory for continued employment. 

OTHER

The Administrative Secretary must be at least 21 years of age and have a valid Driver's License, an excellent driving record that meets the standards set forth by the liability insurance company and Methodist Children's Home, no criminal history and acceptable references. 

CLOSING STATEMENT

I have reviewed the job description for the position of Administrative Secretary and understand I must be able to perform the duties outlined above. The Physical Demands/Requirements of the position are provided in another document and discussed at hire. I understand that due to the complexities of the position all duties and responsibilities may not be outlined in this job description and the duties and responsibilities of this position are subject to change.