Title Code: 4525
Occ. Group: 114.919
Skill Level: 5
FLSA Status: Non-exempt
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
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.
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
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
Receives moderate supervision from the designated office or departmental supervisor
Typically supervises student employees, lower level clerical employees or temporary employees
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.