Olympia Electrical Manufacturing
Job Description
Job Title: Office Secretary Prepared By: James H. Gray
Date: 12/16/05
Department: Information Systems Approved By:
Date:
Reports To: Manager, Information Systems
SUMMARY: Performs a variety of office management, administrative, and secretarial duties, with primary
emphasis on supporting supervisor by relieving him/her of administrative duties.
ESSENTIAL RESPONSIBILITIES AND DUTIES:
1.0 Provides administrative support services.
1.1 Maintains appointment calendar for employer, making appointments while recognizing time
available to employer and importance of meetings.
1.3 Makes travel arrangements, including airline, rental car, lodging, and entertainment
reservations, and preparing employer’s trip itinerary and travel expenses/vouchers.
1.5 Prepares records, reports, and other support materials for employer’s use or anticipated
use, compiling and summarizing data as required.
1.7 Notifies participants of pending meetings, reminding meeting or conference participants of
required actions.
2.0 Performs secretarial assignments
2.1 Places, receives, and transfers phone calls for employer and other department managers.
2.2 Greets visitors wishing to meet with manager or other department members, providing
information and assistance as required.
2.4 Maintains file of disks and regular files.
2.6 Composes correspondence and reports, editing materials prepared by others and drafting
narrative reports based on material gathered from various sources.
3.0 Directs work activities of clerical staff.
3.2 Schedules and prioritizes work assignment, assigning and distributing workload as
required.
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3.4 Determines and establishes best methods and procedures for office work, including
reproduction of documents and distribution of forms, reports, and publications.
3.6 Establishes filing and records maintenance systems.
3.8 Composes office procedures and directives.
4.0 Supervises work activities of clerical staff.
4.1 Interviews applicants for employment, making appropriate recommendations.
4.3 Instructs employees on processes, methods, and techniques demonstrating proper ways of
using equipment.
4.5 Monitors performance of clerical staff, making employee-related recommendations,
including termination, transfer, promotion, demotion, and training.
4.7 Reviews training progress of employees.
OTHER RESPONSIBILITIES AND DUTIES:
5.0 Performs clerical assignments.
5.1 Prepares and maintains personnel files and records on office staff, forwarding such
records to appropriate departments.
5.3 Files and retrieves documents, cross-referencing materials, correspondence, and files
and preparing backup files and new files as required.
5.5 Complete routing or control forms for correspondence and other materials.
5.7 Inventories equipment and supplies, determining requirements and conducting utilization
surveys.
5.9 Reserves facilities and equipment for meetings.
5.11 Sends telegrams, cablegrams, and fax messages.
6.0 Performs miscellaneous assignments as required.
6.1 Reviews records for compliance with labor laws, maintaining personnel records and
forms as necessary.
6.4 Assists PC users by showing how to (1) identify and recover lost data because of
incorrectly removed tape or diskette or power failure; (2) add to records to existing files;
(3) modify existing records; (4) correct data entry errors; (5) enter data into spreadsheets
6.5 Monitors WATS line(s) operations.
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QUALIFICATIONS:
EDUCATION AND EXPERIENCE:
High school diploma required; some secretarial school preferred.
Minimum of 5 years of secretarial experience.
SPECIAL SKILLS:
PHYSICAL DEMANDS:
Periodic lifting of parcels or packages typically up to 10 pounds.
WORK ENVIRONMENT: