Secretary & Receptionist 26-005

Job Description

Executive Secretary and Receptionist Positions Available

Executive Secretary:

1 Prepares correspondence documents records and other written material in final or draft form using computer software from handwritten rough drafts marked copy oral recordings or data from various equipment as the source material.
2 Composes and prepares correspondence on matters where policies and procedures are well defined.
3 Maintains and updates database/spreadsheet records on a personal computer utilizing Microsoft Excel.
4 Establishes and maintains confidential and general office files both paper and
electronically.
5 Monitors and tracks status of program activities.
6 Screens callers and visitors to determine the nature of the inquiry answers questions on established policy and procedure and/or refers to appropriate party or office.
7 Prepares mailings.
8 Orders office supplies and maintains inventory of supplies and equipment.

Receptionist/Secretary:

1. Acts as a receptionist answers telephone and personal inquiries routes visitors and calls secures and gives out routine information relating to office operations and activities.
2. Provides clerical assistance as needed.
3. Enters data into the computer.
4. Enters statistical data on manual or computerized forms.
5. Sorts and files correspondence checks vouchers index cards or other materials in accordance with office procedures.
6. Makes simple arithmetic calculations computes data from requisitions statistical reports time reports or other records.
7. Utilizes office equipment including phone system copiers printers etc.
8. Records and delivers messages.

General Candidate Requirements

Education - A High School Diploma or equivalency or higher level of education is required. No other specific licensure or certification is required.

All candidates should possess the following skills and attributes:
- Thorough knowledge of modern office terminology procedures equipment and business English.
- Thorough knowledge of the principles and techniques of office management and clerical processing.
- Ability to handle routine administrative details independently.
- Ability to operate a personal computer and utilize Microsoft Office (Outlook Word Excel) at an acceptable rate of accuracy and speed.
- Ability to analyze and summarize information in both narrative and numerical form.
- Ability to prepare and maintain program records and routine reports.
- Ability to communicate effectively both orally and in writing.
- Ability to establish and maintain effective working relationships with others.
- Ability to organize and maintain office files.
- Ability to collect information from various sources for program operations.
- Physical condition commensurate with the demands of the position.
- Good phone skills
- Professional dress and appearance
- Punctuality and reliability.

Work Schedule and Term of Service:

Positions are full time Monday Friday at 37.5 hours/week. Schedules may vary by location and need but are generally one of the following:
7:30 a.m. to 3:30 p.m.
8:00 a.m. to 4:00 p.m.
8:30 a.m. to 4:30 p.m.

- Each daily schedule includes a thirty-minute lunch and two ten-minute breaks
- Overtime is not anticipated.
- Work is 100% on-site. There is no option for telework.

Work Locations:

The Capital Region BOCES has offices at the following locations:

Administration Offices 900 Watervliet-Shaker Road Albany NY 12205
Maywood Academy 925A Watervliet-Shaker Road Albany NY 12205
Career Tech Albany 925B Watervliet-Shaker Road Albany NY 12205
Career Tech Albany Extension 886 Watervliet-Shaker Road Albany NY 12205
Airline Academy 10C Airline Drive Albany NY 12205

It should be noted that our locations are not easily accessible via public transportation. Candidates with their own reliable means of transportation are strongly preferred