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Secretary 3

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Disclaimer

This is a job description. It does not necessarily indicate that this position is open for employment. Visit www.etsu.edu/jobs for current job openings.

Classification Details

Classification Information

Classification Title Secretary 3
Classification Code 45250
FLSA Non-Exempt

Position Details

Position Information

Position Title Secretary 3
Position Number 131760
FTE
Pay Grade 5
Department Counseling and Human Services - 23500
Expectations for All Employees:

East Tennessee State University pursues its mission based upon core values. An employee’s job performance must support and exhibit the university’s core values: PEOPLE come first, are treated with dignity and respect, and are encouraged to achieve their full potential; RELATIONSHIPS are built on honesty, integrity and trust; DIVERSITY of people and thought is respected; EXCELLENCE is achieved through teamwork, leadership, creativity, and a strong work ethic; EFFICIENCY is achieved through wise use of human and financial resources; and COMMITMENT to intellectual achievement is embraced.

Job Summary
Knowledge, Skills and Abilities

Knowledge of ETSU office practices, procedures, and equipment. Strong interpersonal and organizational skills.

Required Qualifications

High school diploma required; 2-4 years secretarial or clerical experience, or an equivalent combination of education and experience.

Preferred Qualifications
Physical Demands
Supervision Given and Received
Version Date September 2008

Job Duties

These are the job duties required of the position.

Description of Job Duty

Serves as secretary to assigned individual(s) or department.

Receives, directs and assists visitors; provides procedural information and answers general inquiries related to operational matters.

Answers incoming phone calls; provides information, takes messages, screens requests on behalf of supervisor, refers calls to appropriate person.

Uses word processing software to generate a variety of materials including syllabi, correspondence, purchase order reports, handouts, exams, budgets and other material.

Maintains filing system by creating files, updating existing files, and removing files no longer in use; pulls and re-files records.

Reads and determines disposition of incoming correspondence, distributes mail, prepares outgoing mailings.

Maintains records of expenditures such as travel or purchases.

Composes routing letters and memoranda for supervisor’s review.

Keeps appointment calendar for supervisor.

Conducts basic research and gathers information for supervisor’s use in reports or correspondence.

Copies and collates materials for use in reports and presentations and/ or distributes to specific parties.

Drafts non-routine correspondence and memos for supervisor’s signature; utilizes word processing and graphics software to format and generate various materials including correspondence, memos, syllabi, handouts, and exams; prepares slides and transparencies.

Maintains supervisor’s calendar and schedule; makes appointments; makes travel arrangements; assists in planning implementing conferences and special events; assists in making any necessary room rental, reservation or catering arrangements.

Researches policies, procedures and guidelines for supervisor and staff and ensures that appropriate procedures are established in department to comply.

Develops and maintains departmental filing system.

Maintains personnel, financial, statistical and other important records.

Monitors and maintains inventory of supplies, forms and other materials; initiates ordering process as necessary.

Assists staff in performance of duties; serves as informational resource in regard to the more difficult inquiries or problems.

Conducts research for supervisor; compiles, analyzes, and summarizes information for reports and correspondence.

Serves as liaison to other departments on various operational matters.

Reads and reviews incoming mail; processes incoming forms and paperwork; recommends and drafts responses, where appropriate; drafts correspondence on behalf of supervisor and/or composes and forwards memos and letters to appropriate individuals relative to informational inquiries.

Researches policies, procedures and guidelines for supervisor and staff and ensures that appropriate procedures are established in department comply.

Performs standard to moderately complex research by collecting and analyzing information; assists in preparing comprehensive reports.

Assists department chair with task for employee search and screen procedures.

Proofs, edits, prepares, and makes changes to course schedule for departmental courses.

Works closely with program coordinator’s within department.

Place orders for examination and desk copies for instructor’s within department as needed.

Responsible for placing textbook orders with university bookstore for courses within department.

Assist program coordinators with co-hort courses.

Enters student’s grades into SIS.

Responsible for preparation and distribution of Student Assessment of Instruction.

Supervises and trains work study students.

Assist departmental faculty, adjunct faculty, graduate assistance, tuition scholars, and student workers, on a daily basis including 28-30 tenure/tenure-track faculty, and 20-30 adjunct faculty members. This includes taking phone messages, finding meeting rooms, computer assistance, editing assistance, copying, faxing, making telephone calls, sending/receiving correspondence via routing mail and/or email.

Places work orders for department as needed.

Enters permits for students as requested by advisors/instructors.

Responsible for room reservations for assigned rooms within department.

Organizes adjunct faculty orientation for department.

Job Duty Type Essential
Description of Job Duty

Skill in use of business English.

Answering multiline phone system and distributing calls.

Distributing phone messages.

Faxing, copying, and scanning information.

Job Duty Type Secondary