University of Massachusetts Medical School

Secretary II

US-MA-Worcester
3 weeks ago(11/29/2017 11:20 AM)
Requisition Number
2017-29986
# of Openings
1
Shift
Day
Exempt/Non-Exempt Status
Non Exempt
Union Code
Union Position-W28-SHARE

Overview

GENERAL SUMMARY OF POSITION:  

Under the direct supervision of the Administrator, or designee, the Secretary II performs diversified and complex administrative duties. 

 

 

Responsibilities

MAJOR RESPONSIBILITIES:

  • Perform data entry and generate reports
  • Arrange travel logistics and coordinate schedules.  Complete travel advance and authorization forms
  • Maintain travel records
  • Submit voucher forms with appropriate receipts and information for reimbursement 
  • Process and track documents such as invoices, payments, and requisitions
  • Provide clerical support with the preparation of materials, agenda, notes, and handouts
  • Type, edit, and proofread material
  • Answer phones and screen calls.  Take messages and relay information within scope of authority
  • Respond to routine questions
  • Greet visitors; ascertains their need and provide information as required
  • Maintain appointment book. Schedule or arrange for conferences, meetings, interviews, appointments, or similar activities
  • Review, sort, and file a variety of material.  Set up and maintain filing system as needed.  Provide information as needed.
  • Order and maintain office and other department supplies
  • Open, review, and distribute incoming mail.  Identify priority mail and route accordingly. 
  • Answer routine correspondence
  • Perform other duties as required

 

Qualifications

REQUIRED QUALIFICATIONS:  

  • High school diploma, or equivalent experience
  • 1-2 years of office experience
  • Specialized secretarial training preferred
  • Knowledge of Microsoft Office products:  Word,  Excel, PowerPoint, and Outlook
  • Possess the organizational, verbal, written and interpersonal skills necessary to interact effectively with all levels of personnel
  • Ability to prioritize and problem solve

 

SUPERVISION RECEIVED:

Under the direct supervision of the Administrator, or designee

 

SUPERVISION EXERCISED:

None

 

ENVIRONMENTAL WORKING CONDITIONS:

Usual office environment

Additional Information

PREFERRED QUALIFICATIONS: PROVEN EXPERIENCE IN PEOPLESOFT FINANCE AND HR DIRECT. KNOWLEDGE OF IMC - POLICE REPORTING SOFTWARE 

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