The position of Unit Secretary provides secretarial and clerical support to the Unit Director and other staff working within the Unit. Responsibilities include a variety of secretarial tasks necessary for the efficient operation of the Unit.
The Unit Secretary is directly responsible to the Unit Director.
This position is eligible for overtime pay.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following duties and responsibilities are given as examples of the various types of work performed in this position. Other duties and responsibilities may be assigned.
- Prepares correspondence and other material from written draft and prepares for distribution for mailing, including editing for content, grammar, and spelling accuracy.
- Prepares and maintains extensive files relating to Unit operations, including many confidential files.
- Receives incoming telephone calls, including telephone inquiries, as needed.
- Maintains current census report, noting new youth, youth who leave, date and reason, and for making changes as required.
- Prepares minutes of various Unit and other meetings as requested.
- Responsible for knowing and having available at all times the status of youth case files, arrival of new youth, release of youth, etc., in order to assist the Unit Director in performing assigned duties and preparing all necessary documents for admissions and releases.
- Responsible for being familiar with the various types of summaries, agreements, copies required, distribution, etc., (such as: court procedures, family review conferences, placement agreements, plan of personal development).
- Responsible for relieving the Receptionist as needed.
- Reviews mail for the Unit Office, retaining items for action and routing remaining items deemed appropriate.
- Audits cottage accounts, keeping accurate files on the accounts, and sharing results with the Unit Director.
- Maintains vehicle logs for vehicles assigned to department.
- Ensures that Social Security and VA benefits forms are completed and submitted for eligible youth and monitors the receipt of payments.
- Ensures that the Financial Support Information sheet is completed and distributed on a timely basis.
EDUCATION AND EXPERIENCE REQUIREMENTS
The person filling this position must have a high school diploma or GED, with one year of experience in a responsible clerical or secretarial position. Vocational training in secretarial/office systems is preferred.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
To perform this job successfully, an individual must be able to perform each area of responsibility satisfactorily. The requirements listed are representative of the knowledge, skills, and/or abilities required.
- Must have the ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedural manuals; write routine reports and correspondence; and speak effectively with groups.
- Must have the ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals, ability to compute rate, ratio, and percentage.
- Must have the ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions and to deal with problems involving a few concrete variables in standardized situations.
- Must have a good working knowledge of standard office procedures.
- Must have basic knowledge of computers (Microsoft Office Software preferred) and data entry equipment.
- Must have analytical, math, and grammar skills sufficient to meet minimum
standards of the Youth Ranches Skills Test.
- Must have the ability to organize the workload to permit a free flow through the office but be flexible in order to complete priority items as needed.
- Must have the ability to ensure that all written correspondence is complete and correct, including spelling, punctuation, grammar, etc. and that the meaning or content is clear.
- Must have a pleasant telephone voice and personality and have the ability to take accurate information from callers.
- Must have the ability to function effectively under a heavy workload and constant interruptions to meet the demands of the position.
- Must have the ability to work independently, keeping all parties involved informed of actions taken.
- Must have a valid Florida Driver License and be able to maintain a safe driving record consistent with agency policy.
The physical requirements described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee is extensively required to sit, hear, talk, and reach with arms and hands. The employee will regularly be required to stand, walk, and lift objects weighing up to 10 pounds. The employee will occasionally be required to lift objects weighing up to 25 pounds. Specific vision requirements for this position include close, distance, color, depth perception and have the ability to adjust focus.
Work is generally performed in an office environment. There are no special conditions.
DEADLINE TO APPLY
Open until filled.
Vicky Watts, Unit Director, email@example.com