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Office of Human Resources

East Tennessee State University

Title Code: 4525
 
Occ. Group: 114.919 

Secretary 3

Skill Level: 5 

FLSA Status:  Non-exempt

IPEDS: 410

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 Purpose

Performs a variety of moderately complex secretarial and clerical tasks which may include, but are not necessarily limited to, drafting correspondence and memos, scheduling appointments, making travel arrangements, assisting in the planning and coordinating of conferences, processing paperwork, receiving and directing visitors and incoming phone calls, determining distribution of mail, conducting research and gathering information, filing, and operating standard office equipment.

This position works under moderate supervision in performing a variety of tasks that require a degree of independent judgment and discretion. The Secretary 3 requires a greater knowledge of office procedures and word processing and a higher level of independent judgment in determining appropriate solutions to given situations than the Secretary 2. 

Characteristic Duties and Responsibilities

Serves as secretary to assigned individual(s) or department

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

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

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

Reads and determines disposition of incoming mail; composes correspondence for routine inquiries; prepares letters and packages for mailing

Monitor budgetary spending by verifying charges against budget and reconciling accounts on a monthly basis, or as needed

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

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

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

Supplemental Functions

All incumbents are expected to perform these functions except for those qualifying under the Americans with Disabilities Act for a reasonable accommodation.

These functions may vary by institution.

Incumbents may provide backup to various functions within the unit.

May be required to perform related clerical tasks as assigned

Performs other work as assigned

Direction Received

Receives moderate supervision from the designated office or departmental supervisor

Direction Given

Typically supervises student employees, lower level clerical employees or temporary employees

Job Specifications

High school diploma or GED plus two (2) years secretarial or clerical experience, or an equivalent combination of education and experience.  May require specific level of skill in keyboarding

Knowledge, Skills, Abilities and Worker Characteristics

Knowledge of office practices, procedures and equipment.

Skill in using word processing software applications and online systems.

Skill in use of business English

Skill in use of arithmetic

Skill in effective communication

Skill in organizing and prioritizing multiple tasks required for own work and work of others

Ability to establish and maintain effective working relationships

Working Conditions/Physical Demands/Special Conditions

Specific working conditions, physical demands and special conditions relative to this position are on file in the Office of Human Resources for your information.

Date                Skill                 Evaluation
5/2004               5                  513021331

The intent of this job description is to provide a representative summary of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. 

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