Executive Secretary
TITLE: Executive Secretary
DEPARTMENT: Administration
REPORT TO: Director of Agency Operations & Planning
DEPARTMENT: Administration
REPORT TO: Director of Agency Operations & Planning
SALARY RANGE:
CLASSIFICATION:
STATUS: Non-Exempt Position
CLASSIFICATION:
STATUS: Non-Exempt Position
JOB SUMMARY
The Executive Secretary provides high-level administrative support to the executive team by handling information requests, preparing correspondence, scheduling meetings, managing records, and performing clerical functions. This role requires strong organizational skills, discretion, and the ability to handle sensitive information with professionalism.
QUALIFICATIONS
Education
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High School Diploma or equivalent
Education may be waived with significant job related experience
Experience
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More than 3 years
Authorization
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BCA Background Study
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Valid Driver’s License
Work Environment
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Conventional – Office model
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Community Facing – Direct interaction or communication with a public.
SKILLS, ABILITIES, & OTHER KNOWLEDGE
Skills
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Excellent oral and/or written communications skills.
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Ability to manage time that results in both a satisfactory quantity and quality of work.
Ability
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Support the Mission of the Agency through daily work and while representing the Agency in public.
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Have general knowledge of programs and activities of the Agency.
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Demonstrated ability to work independently and as a team member.
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Must be able to handle diverse work problems on a daily basis.
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Must be able to organize a work schedule, set priorities and work effectively to meet deadlines without supervision.
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Must be able to adjust to changes necessitated by last minute assignments and deadlines requests that may prove stressful.
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Ability to effectively work across differences, especially socio-economic and cultural differences.
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Attend trainings, classes and meetings as necessary to improve job skills and maintain an acceptable level of job performance.
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Serve as a mentor for new staff.
Other Knowledge
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Have knowledge and apply Agency policies and procedures, including safety, technology, data practices and other applicable policy, procedure and program regulations.
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Understand numbers and mathematical concepts.
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Knowledge of Community resources.
PRIMARY DUTIES & RESPONSIBILITIES
This job description is not intended to be all-inclusive and employee will also perform other reasonably related business duties as assigned.
Area 1: Program Operations
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Is the primary supervisor of the Administrative Specialist, Receptionist and Custodian staff and other designated positions as assigned by the Director of Agency Operations & Planning.
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Assists with secretarial professional development for all Agency secretarial and Department Administrative staff. Provides professional development opportunities for Custodial staff.
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Assist Director of Agency Operations & Planning with new staff orientation.
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Knowing and maintaining a current working understanding of Lakes and Pines programs to ensure the greatest degree of accuracy is given to customers while offering a broad awareness of services available.
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Operates office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.
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Answering main multi-line phone system at central office and directing phone calls, recording messages, providing customer referrals and screening and routing calls and messages to correct person or department.
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Ability to file documents electronically and knowledge how to access files.
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Completes purchase orders for Administration, including Human Resources, Technology, Fiscal and THRIVE as assigned by Executive Director and Director of Operations & Planning.
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Ability to articulate and carry out appropriate emergency procedures.
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Composes, types and edits a variety of correspondences, reports, presentations and other materials as assigned by Executive Director and Director of Agency Operations & Planning that requires judgment as to content, accuracy and completeness. Proofreads for format, spelling, grammar, typos and general clarity.
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Maintains central office filing system for Administration and updates on continual basis.
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Maintains central office filing system for Administration and updates on continual basis.
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Maintains supply of agency forms and paper, including agency letterhead, agency envelopes, etc.
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Orders office supplies as needed for the Administration of the Agency, including: Fiscal, Human Resources, Technology, THRIVE and Custodial.
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Ensures invoices for the Administration Departments are paid timely; reviews, codes and provides invoices to Executive Director for signature.
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Responsible for Administration job postings and tracking. Responsible to complete Administration reference checks, including business and personal, ensuring all Agency policies and procedures are followed.
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Responsible for keeping United States Postal Service Business Customer Gateway up-to-date and keeping mail permits paid.
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Responsible for keeping United States Postal Service Business Customer Gateway up-to-date and keeping mail permits paid.
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Responsible for carrying out any Agency bulk mailings, ensuring the United States Postal Service (USPS) regulations are being followed and Agency policies.
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Conducts Administrative Assistant bi-monthly meetings.
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Responsible for mailing or emailing audit to funding sources annually.
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Responsible for Agency sprinkler system, fire alarm and fire extinguishers annual inspections; and regular Agency fire and tornado drills.
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Responsible for maintaining storage area for Agency, including customer, fiscal and administration files. Assists Department Directors in establishing storage for year-end files.
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Responsible for obtaining and documenting formal bids from contractors when assigned by Executive Director or Director of Agency Operations & Planning and assists Department Directors with equipment bids and procurement procedures.
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Responsible for building and grounds maintenance, such as snow removal contracts, lawn services and building/grounds repairs.
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Responsible for custodial duties in absence of custodian.
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Responsible for facility security, including primary contact for security vendor; ensuring adherence of established procedures and assignment of codes and signature on Key Assignment Contracts.
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Responsible for securing of office facility; providing facility security, and training new staff how to utilize security system.
Area 2: Program Compliance
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Oversees the development and maintenance of Administration filing systems both physical and electronic; ensures that all files are kept current and accurate.
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Responsible for ensuring compliance with Agency Document Retention Policy.
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Ensure appropriate training of personnel for electronic imaging/filing for Administration, including Human Resources and Fiscal Departments.
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Responsible for ensuring proper Agency fiscal procedures are followed on all supply purchases.
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Keep all computer files on the Agency network.
Area 3: Program Communications
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Annually updates the Management and Administration Calendars.
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Notifies the Director of Agency Operations & Planning of any violations of staff relative to Agency Personnel Policies, Agency Inter-office procedures and/or program operational/management procedures.
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Manages Administration calendars and accepts and schedules appointments for the Executive Director and Director of Agency Operations & Planning.
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Receives and distributes department faxes and sends faxes per Administration procedures.
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Accurately record and rely messages to Executive Director and Director of Agency Operations & Planning.
Area 4: Development Assistance
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Maintains development of a documented Agency Emergency Preparedness Plan.
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Actively participate and assist in assigned committees, staff meetings and/or training sessions.
JOB FACTORS
Supervision of Others
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Responsible for assigning, instructing, and checking the work of 1 to 3 other employees in 1 geographic location
Safety of Others
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Responsible for the safety of others on the job. Provides oversight of work groups and/or public served. Implements and enforces safety standards for self and others.
Contacts
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Contact is within own department, and with other departments, customers, vendors, or the public.
Physical Demand
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Must be able to lift 25 pounds.
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Requires sitting, standing, bending, stooping and reaching.
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Physical ability to operate equipment specific to your position.
Travel
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Must have reliable transportation.
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Must have valid driver’s license and current auto insurance coverage in compliance with Minnesota State guidelines on the vehicle used for work related travel.
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Travel for completion of job duties, trainings and meetings as required.
GENERAL AGENCY REQUIREMENTS
Professionalism
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Maintain positive work atmosphere by behaving and communicating in a manner that fosters good relations with customers, co-workers, providers, volunteers and supervisors.
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Treat customers, co-workers and public in a respectful and courteous manner at all times.
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Continue to develop skills and abilities.
Community Representation
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Represent Lakes and Pines Community Action, Inc. in a positive manner.
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Adhere to the Community Action Code of Ethics.
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Seek to understand poverty and barriers faced by community members.
Confidentiality
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Maintain confidentiality of agency, program and customer information.
An Equal Opportunity Employer/Contractor
In accordance with federal and state laws, Lakes and Pines CAC is an equal opportunity employer, contractor and provider of services. The Agency will maintain a
policy of non– discrimination with all employees and applicants for employment. All aspects of employment within
the Agency will be governed on the basis of merit, competence and qualifications and will not be influenced in any
manner by race, color, creed, religion, sex, age, national origin, disability, public assistance status, marital status, veteran status,
sexual orientation, or gender identity,status as a parent, familial status, or in a local human rights commission or any other legally protected status.
If an applicant needs reasonable accommodations for the employment application process, please contact Lakes and Pines either by phone, mail, email or in person and request such consideration. (Such as sign language, interpreter, materials in large print, accessibility)
Individuals are encouraged to complete an Employment Application form whether or not a vacancy currently exists. Employment applications will be kept on file for one year and will be considered for appropriate job vacancies.
If an applicant needs reasonable accommodations for the employment application process, please contact Lakes and Pines either by phone, mail, email or in person and request such consideration. (Such as sign language, interpreter, materials in large print, accessibility)
Individuals are encouraged to complete an Employment Application form whether or not a vacancy currently exists. Employment applications will be kept on file for one year and will be considered for appropriate job vacancies.