Administration Secretary

Peoria Citizens Committee for Economic Opportunity Inc.

Job Description

DEPARTMENT: Administration

JOB TITLE: Administrative Secretary

FLSA class: Non-Exempt/ Full – Time

PAY SCALE: 103

REPORTS TO: Executive Assistant

JOB PURPOSE: Relieve Executive Assistant of clerical duties necessary to the ongoing day to day operations of the Administration office and provide clerical assistance to the COO and President/CEO, HR Manager and Chief Financial Officer as needed.

EDUCATION AND WORK EXPERIENCE: High School diploma. Three years clerical/data experience.

KNOWLEDGE AND SKILLS:

· Typing speed of 65 wpm with a high degree of accuracy.

· Proficient in Microsoft Office and Excel spreadsheet software applications

· Effective oral and communications skills

· Excellent customer service.

· Ability to compose and prepare business correspondence

DUTIES AND RESPONSIBILITIES:

· Assist the Executive Assistant with clerical detail work as needed.

· Assist in preparing all required internal and external reports by the required due dates.

· Assist in preparing correspondence for the Chief Financial Officer, Vice President of Community Development, Human Resource Manager and the President/CEO.

· Participate in the development, preparation and submission of grant applications by the required due dates.

· Assist the Executive Assistant in the preparation of information provided for the monthly Board of Directors meetings.

· Attend all assigned meetings and record minutes in meetings in the absence of the Executive Assistant.

· Assist in the Administrative office in answering incoming calls and routing to the appropriate department.

· Oversee the Administration office and duties in the absence of the Executive Assistant.

• Prepare and record all bank deposit records to be taken to the appropriate bank daily, and shall return from the bank with bank deposit receipt to be provided to the Accounting Department daily.
• Takes mail to the post office daily.
• Prepare monthly gas tank report and submit to the Accounting office by the first day of each month.
• Prepare monthly photocopy report to the Accounting office and submit to the Accounting office by the first day of each month.
• Data entry of purchase orders on the AESTIVA purchase order system.
• Keeps inventory of office supplies and prepares purchase order for approval of purchases when needed.
• Must be able to perform the essential duties of the job description.
• Must have and maintain a valid Illinois Driver’s license, reliable transportation and insurance as required by the State of Illinois.

Performance Factors

Attendance and Dependability: The employee can be depended on to report to work at the scheduled time and is seldom absent from work. Employee can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious, about assignments.

Communication and Contact: The employee communicates effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside the Company.

Relationships with Others: The employee works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the

Company. The employee exhibits a professional manner in dealing with others and works, to maintain constructive working relationships.

Agency Expectation of Employee

• Adheres to Agency Policy and Procedures

• Acts as a role model within and outside the Agency

• Performs duties as workload necessitates

• Maintains a positive and respectful attitude

• Communicates regularly

• Demonstrates flexible and efficient time management and ability to prioritize workload

• Consistently reports to work on time prepared to perform duties of position

Americans with Disability Specifications on Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Job Type: Full-time

Pay: $17.00 - $19.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $17 - $19