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Duties:
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The Secretary performs secretarial duties in department.
- Prepares memos, letters, forms, reports and other routine correspondence.
- Interacts and provides customer service with students, staff and the public in a positive manner and answers questions regarding department matters.
- Responds to student inquiries and directs them to the appropriate resources.
- Makes travel arrangements, including transportation and accommodations, and prepares travel requests and vouchers.
- Participates in proofreading reports, program revisions or other related documents.
- Assists in planning meetings/activities.
- Maintains files of specified and confidential materials.
- Maintains calendars of scheduled appointments, meetings and special events.
- Maintains time records for department staff.
- Assists in routinely monitoring budget for department.
- Assists with departmental Notice of Employment (NOE) completion and tracks faculty expenses.
- Processes invoices for payment.
- Creates requisitions for maintenance, contract parts and/or services as needed.
- Prepares memorandums outlining and explaining administrative procedures and policies for department employees.
- Assists with tracking inventory of equipment and preparing inventory audit reports.
- Monitors and manages inventory and supplies, re-orders and stocks items as needed.
- Keeps and maintains inventory records of all equipment which includes: tags, serial numbers and locations.
- Prepare inventory workflow for transfer items and equipment.
- Assists with preparation of workshop materials, department projects and online data.
- Participates in professional development, as directed.
- Performs other duties as assigned.
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Required Knowledge, Skills & Abilities
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- Excellent oral, written and interpersonal communication skills.
- Strong computer skills with knowledge of Microsoft Office including, but not limited to, Word, Excel, PowerPoint, and Outlook, the Windows environment, and internet research skills.
- Ability to perform basic office skills.
- Ability to prioritize, organize, and complete multiple tasks with attention to detail, within stated deadlines.
- Demonstrated ability to interact effectively with a diverse, multi-cultural college population.
- Demonstrated commitment to achieving the vision and mission of South Texas College.
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
- Ability to write routine reports and correspondence.
- Ability to speak effectively before groups of students, customers or employees of organization.
- Ability to apply practical understanding to carry out instructions furnished in written, oral, or diagram form.
- Ability to deal with problems involving several concrete variables in standardized situations.
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Physical Requirements
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- Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
- Bending the body downward and forward by bending leg and spine.
- Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.
- Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
- Applying pressure to an object with the fingers and palm.
- Perceiving the nature of sounds at normal speaking levels with or without correction.
- Ability to receive detailed information through oral communication, and to make the discrimination in sound.
- Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
- Ability to make rational decisions through sound logic and deductive processes.
- Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
- Standing particularly for sustained periods of time.
- Bending body downward and forward by bending spine at the waist. Occurs to a considerable degree and requires full motion of the lower extremities and back muscles.
- Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
- Mobility to accomplish tasks, particularly for long distances or moving from one work site to another.
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Education and/or Experience:
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- College Certificate, a minimum of 30 college hours, or eight (8) years of relevant experience required; Associate's Degree preferred.
- At least one (1) year of work experience in a professional work setting required.
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