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SECRETARY/RECEPTIONIST

 

Primary Purpose:           

Under general supervision, performs a variety of responsible secretarial and administrative duties.

 

Typical Duties:                

Answers telephone and gives information to callers or routes call to appropriate person.  Greets visitors, refers inquiries as appropriate, and conducts visitors to appropriate persons.  Files correspondence and other records including accounts payable files.  Responsible for setting up office project files for all departments.  Orders and records all information regarding plan deposits including returning plans after unsuccessful bids.  Types and mails out all MBE/WBE information regarding upcoming bids.  Sends out scheduled management mailings to superintendents each week.  Types "The Laser" newsletter making necessary adjustments.  May make copies of correspondence or other printed matter, using copy machine.  Prepares outgoing mail, using postage metering machine.  Operates word processing equipment to compile, type, revise, combine, edit, print, and store documents:  compiles material to be typed, following written or oral instructions.  Enters commands, flip switches, and presses buttons to establish spacing, margins, type size, style, and other parameters, using computer and word processing software.  Types, revises, and combines material such as correspondence, reports, records, forms, and technical material from rough draft or corrected copy.  Checks completed document on screen for spelling errors, using software.  Proofreads and edits document for spelling, punctuation, and format.  Corrects errors.  Stores completed document on data storage medium (diskette).  Enters commands to print documents and loads paper in printer.  Orders and maintains inventory of all office supplies.  Handles group insurance claim processing.  Stores and arranges office supplies on shelves in storage room.  Maintains insurance certificates for all subcontractors.  Perform other duties as assigned.

 

Requirements:                 

Workers should be able to:  work within standards of accuracy; follow oral and written instructions; perform a variety of duties which may often change; know modern office practices and procedures; type; have knowledge of computers and word processing including spreadsheets; have basic arithmetic and business English; ability to organize and prioritize.  Physically, workers should be able to:  see well; speak clearly; use hands, arms, and fingers fully; coordinate the movements of eyes, hands, and fingers fully; sit for long periods; move about freely.

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