skip to main content columnskip to left navigationskip to horizontal navigation

Office of Human Resources

East Tennessee State University

Title Code: 4045

Occ. Group: 114.690

Administrative Secretary

Skill Level: 6

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;
of people and thought is respected;
is achieved through teamwork, leadership, creativity, and a strong work ethic;
is achieved through wise use of human and financial resources; and COMMITMENT to intellectual achievement is embraced.

Job Purpose

Performs a variety of complex secretarial and clerical tasks which may include, but are not necessarily limited to, performing complex word processing drafting correspondence and memos, maintaining the supervisors calendar making travel arrangements, coordinating logistical arrangements for conferences and meetings, composing documents, purchasing supplies, compiling information for report preparation

Characteristic Duties and Responsibilities

Serves as secretary to assigned individual(s) or department

Drafts non-routine correspondence and memos for supervisor’s signature; utilizes word processing and graphics software to format and generate a variety of complex 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 and travel arrangements; plans and arranges conferences and special events by ensuring that any necessary rental/reservation and catering arrangements are made

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

Supervises daily financial matters in the department, including estimates office needs and operating requirements for budgetary and purchasing purposes; monitors expenses; insures the completion of all required forms; apprises director/dean of budget matters

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 by providing information, taking messages, screening requests on behalf of supervisor, or referring calls to appropriate person; places calls to obtain and/or research information for administrative personnel

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

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

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.

Direction Received

This position works under somewhat limited supervision in performing complex office activities requiring on-going analysis, independent judgment and discretion. This classification requires a greater degree of knowledge of office variety operations and secretarial skills than that of the Secretary 3.

Direction Given

May supervise office staff; ensures that tasks are assigned and completed; may evaluate performance and recommends hiring, discipline, and related matters for office workers. 

Job Specifications

High School diploma or GED plus three (3) years secretarial office 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                        6              513031332

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. 

icon for left menu icon for right menu