The Clerical Specialist will be responsible for coordinating and executing secretarial, clerical, receptionist, and office support functions of the department so that department functions smoothly on a daily basis.

Job Description:

The Clerical Specialist will perform all or some of the following Job description:

• Perform general secretary duties in a friendly, professional manner for the Manager, and all other positions within the Department, answering the telephone(s), screening calls, referring calls, taking messages, and providing assistance to the caller if needed

• Greet visitors arriving in the department and assist them promptly or directs them to the appropriate staff member

• Process documents including letters, reports, policies and minutes for Manager as requested

• Maintain appointment calendar and filing systems as requested by Manager

• Interact with and provide backup assistance for the Administrative Office Staff

• On a daily basis retrieve, sort, prioritize, and distribute mail for the department

• Order and maintain constant availability of supplies, forms, and marketing collaterals routinely needed by staff and assemble supplies as needed for distribution

• Maintain organized department storeroom and assure that department meets biannual safety inspection standards

• Provide clerical support to staff as requested by all department staff, including, but not limited to: keying, proof-reading, filing, processing of mailings, computerized time and attendance records, meeting/event arrangements, courier arrangements, and report production

• Maintain Center's master mailing list and appropriate sub-lists, provide updated lists and labels as requested

• Negotiate with vendors and order premiums needed for events and functions that affect the entire Center

• Work with and assist departments ordering their own materials through pre-approved vendors

• Work with vendor to order, process, and receive business cards requested by Center staff

• Process invoices for signatures and accuracy so they arrive in Accounting to be paid in a timely manner

• Maintain hard-copy records on all department bills, both incoming and outgoing

• Coordinate and process the computerized time and attendance for accuracy and promptness

• Schedule meeting rooms and make event arrangements for department activities

• Maintain appropriate level of confidentiality with documents and information

• Coordinate volunteer assistance for departmental projects.  

• Three years previous office/secretary experience including organization and prioritization.