Office Secretary Job Description

Office Secretary Job Description

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Office secretary provides information to callers in regard to laws, rules, regulations, procedures, policy and operations of the Department.

Office Secretary Duties & Responsibilities

To write an effective office secretary job description, begin by listing detailed duties, responsibilities and expectations. We have included office secretary job description templates that you can modify and use.

Sample responsibilities for this position include:

Reception duties include answering phones, distributing mail, greeting visitors
Handling and distributing mail
Provides secretarial support to the Supervisor and Assistant Supervisor of the county
Acts as an intermediary for the Supervisor, maintaining frequent contact with the public, tax representatives and other officials
Uses word processing, database, spreadsheet or desktop publishing computer software applications in order to prepare reports, charts, graphs or other documents
Drafts and types routine and complex correspondence, manuscripts, reports and other documents using a typewriter or personal computer
Answers internet inquiries in a timely fashion or distributes queries to appropriate staff members for resolution
Provides information to callers in regard to laws, rules, regulations, procedures, policy and operations of the Department
Explain, on a daily basis, the Assessment appeals process to help property owners understand the office functions, the assessment cycle, appeals process (all levels), valuation, tax credits or any other pertinent information through phone calls, in person or on line
Log in all appeals by data entry into the AAVS system

Office Secretary Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Office Secretary

List any licenses or certifications required by the position: BLS, AHA, SGUS

Education for Office Secretary

Typically a job would require a certain level of education.

Employers hiring for the office secretary job most commonly would prefer for their future employee to have a relevant degree such as Associate and University Degree in Education, Department of Education, Business, Associates, Healthcare, Management, Law, Interpretation, Technical, Legal

Skills for Office Secretary

Desired skills for office secretary include:

ICD-9 and CPT Coding
Medical terminology
Grammar and general office procedures
Business
Office procedures
Business & technical vocabulary
Database software
Department of Defense
Department of Homeland Security
Designing forms

Desired experience for office secretary includes:

Experience of managing teams is preferred
Familiarity with data / data displays in the form of tables and reports
Strong oral and written communication skills including timely correspondence, drafting, proofreading and editing
Three years of clerical or office experience
Create a scheduled appeal notice, appeal documentation sheet, worksheet and hearing docket for all assessors
Schedule all hearings and maintain the dockets

Office Secretary Examples

1

Office Secretary Job Description

Job Description Example
Our innovative and growing company is looking for an office secretary. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for office secretary
  • Schedules diagnostic procedures for patients
  • Ensuring the working environment is maintained to a high standard
  • Key interface between the Edinburgh office and the rest of PA
  • IT – order new/replacement equipment and organise Group Systems visits as necessary
  • New joiners – Offer support and guidance, including office security briefings, inductions, printer & IT set up & other briefings
  • Corporate Estate Duties – review security manual, annual office data, carbon trust, AOC info
  • External Guests – support onsite visitors
  • Maintain Office Stock – ensure the office is well stocked with water, stationery and up to date and relevant marketing material
  • P2P – raise annual purchase orders for rent and services charges, including room bookings, plus any other P2P requests relating to the office
  • Act as Office Fire Warden and First Aider
Qualifications for office secretary
  • Assisting in submitting relevant filings with the Reserve Bank of India under the foreign exchange laws in India
  • Liaising with the Toronto office regarding requirements under the Companies Act, 2013
  • Providing guidance to the directors of the company with regard to their duties, responsibilities and powers (collectively and individually)
  • Assisting the Board in conduct of the affairs of the company
  • Assisting and advising on good corporate governance practices and compliance with various Corporate Governance norms
  • Reporting to the Board about compliance with the provisions of Companies Act 2013, rules made there under and other laws as applicable
2

Office Secretary Job Description

Job Description Example
Our growing company is hiring for an office secretary. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for office secretary
  • Provides administrative support for DoS Departments including Inclusion Initiatives & Cultural Competence, Transitions, and other departments
  • Provides administrative support for DoS Deans and/or Directors in various departments
  • File and maintain file system and current project assignment files
  • Schedule meetings for the Director and staff
  • Meet with the Director as needed to go over incoming mail and items collected for the Director’s signature/attention
  • Coordinate a variety of tasks as requested
  • The primary purpose of this position is to serve as the principle office assistant performing various administrative and clerical duties in support of the organization
  • Performs other administrative and clerical work in support of the office/organizations
  • Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats, such as graphics or tables within text, editing and reformatting electronic drafts, and updating or revising databases or spreadsheets
  • Prepares a wide variety of recurring and some nonrecurring correspondence, reports, and other documents and reviews and finalizes correspondence/documents prepared by others in handwritten or electronic drafts
Qualifications for office secretary
  • Understanding of the industry legislations/regulations and other legal norms
  • Prior experience within the financial industry is preferred
  • Demonstrate work prioritization skills
  • A self-starter with the ability to lead and provide thought leadership in a cross-functional environment
  • Ability to work in a high-performance culture, to work effectively under pressure, meet aggressive deadlines, and manage multiple and conflicting priorities
  • Prefer six months to one year experience in an physician office setting
3

Office Secretary Job Description

Job Description Example
Our growing company is looking for an office secretary. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for office secretary
  • Respond to questions from a variety of internal and external sources
  • Prepare and process a variety of documents and materials
  • File and maintain filing system and current project assignment files
  • Receive, record and refer incoming correspondence and telephone calls, respond to questions concerning policies or procedures, and refer to appropriate staff member for technical information
  • Schedule meetings, coordinate travel arrangements and complete travel vouchers for the Director and staff
  • Independently composes and prepares nontechnical correspondence such as requests for information concerning the Associate Director for Patient Care Services mission and programs
  • Receives telephone calls, greets visitors, and ascertains the nature of the calls or visits
  • Answers substantive nontechnical requests for information which can be provided based on information from records and files or personal knowledge of the Associate Director for Patient Care Services
  • The primary purpose of this position is to serve as the principal office assistant performing various clerical and administrative duties in support of the organization, performing office automation support using multiple automated programs and software such as databases, spreadsheets, and graphics in support of the clerical and administrative work
  • Uses multiple office automation software with varied functions to produce a wide range of documents that often require complex formats, such as graphics or tables within text, presentations, editing and reformatting electronic drafts, and updating or revising existing databases or spreadsheets
Qualifications for office secretary
  • Confident in evaluating information and making decisions (essential)
  • Effective communication skills wit peers and senior management (essential)
  • 5 years previous employment
  • Project management and/or financial management experience
  • Excellent written, verbal and mathematical skills
  • Solid problem-solving capabilities and high attention to detail
4

Office Secretary Job Description

Job Description Example
Our company is hiring for an office secretary. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for office secretary
  • Oversight of transfer credit processing, data entry, and maintenance of transfer course equivalencies
  • Supervise Office Assistant 2 and student workers
  • Oversight of daily transcript processing, supervise staff/student daily transcript duties
  • Primary back up for Records area front desk, phone and email inquiries from students, staff and faculty
  • Coordinates and maintains updates of academic records area procedure manual, including respective office forms, ensuring adherence to current policy and procedures
  • Update student records (current and archived), including name changes, SSN updates, deceased and confidentiality indicators, assist with records release requests
  • Maintain office forms, ensuring adherence to current policy and procedures
  • Multiple phone line inquiries from students and faculty
  • Mail distribution twice a day for members of the graduate studies office
  • Monitor and respond to multiple office email accounts for general questions, transcripts, and document file sharing
Qualifications for office secretary
  • Middleburg Heights, OH
  • You may be required to pass a background investigation
  • You may be required to pass initial and random drug testing
  • Beale AFB, CA
  • PCS expenses will be paid
  • This is a pre-employment and random drug testing position
5

Office Secretary Job Description

Job Description Example
Our company is growing rapidly and is looking for an office secretary. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for office secretary
  • Follow up with students and faculty regarding questions regarding the application process
  • Independently manages the calendars for Director and Deputy, Manpower, Personnel and Resources
  • Manages travel arrangements for Director and Deputy Director, Manpower, Personnel and Resources
  • Greets officials from external agencies, receives telephone calls from internal and external leadership, manages a variety of requests and ascertains the nature of the calls or visits
  • Composes responses to non-technical correspondence, provides graphic support for briefings and other presentations, requests video and teleconference access information, organizes and coordinates materials and logistics for meetings
  • Maintains a filing system, reviews correspondence for spelling and grammar, receives mail, maintains the store director's appointment calendar and serves as the forms manager
  • Serves as the personnel liaison between the commissary and Human Resources Service Provider (HRSP) by generating requests, monitoring status and resolving employee personnel actions
  • Performs in-processing functions for all new hires and reviews in-processing forms for accuracy and completeness
  • Serves as the payroll liaison between the commissary and the Customer Service Representatives (CSR) to resolve payroll issues
  • Procures, issues, controls, and disposes of supplies and equipment required for store operations
Qualifications for office secretary
  • Homestead AFB, FL
  • Must meet time-in-grade requirements
  • Or another electronic medical/dental recorded preferred
  • Advanced English language and communication skills, both written and verbal fluency
  • Highly effective and efficient administrative skills and abilities, including ability to develop and implement administrative systems to accomplish work
  • Graduate degree in a relevant field such as a master’s degree in English, oral history, liberal arts, , with three-to-five years executive-level support experience, or a bachelor’s degree in a relevant field with at least five years executive-level support experience

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