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Position Description/Summary:
Reporting to the Administrative Supervisor, the Secretary is required to offer support in regard to general office functions as well as other duties as assigned by the Administrative Assistant, Administration Manager, Agency Director and other senior management.
Duties & Responsibilities:
Registers and maintains the Automated Client Index
Assist the Administrative Assistant and Senior Management with various duties.
Maintain Central Filing System.
Keeps inventory and orders office supplies for all programs.
Create, edit and design forms for internal & external use.
Operate Switchboard: record, direct and retrieve messages.
General Office Duties: photocopying, display board, coffee supplies, greeting visitors, pick up & distribute mail, etc.
Monitor staff itinerary on a daily basis.
Maintain boardroom bookings and Daily Display Board.
Assists in maintaining Pitney Bowes: Mail Stamper & Scale and update as needed.
Keep main reception area presentable to incoming/outgoing traffic.
Other duties as assigned.
Requirements:
Minimum Certificate in Office Administration.
Minimum of 2 years Experience in Clerical &/or related experience.
Knowledge in Computer Operations: Microsoft Office and other office equipment.
Criminal Record, Child Abuse, and Drivers Abstract Clearance
Essential Skills
- Oral communication
- Finding information
- Computer use
Technical Terminology
- Business
Specific Skills
- Maintain filing system
- Order office supplies and maintain inventory
- Answer telephone and relay telephone calls and messages
- Answer electronic enquiries
Security and Safety
- Criminal record check (abstract)
Business Equipment and Computer Applications
- Electronic mail
- General office equipment
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