Fayetteville Technical Community College is seeking qualified applicants to fill a full-time Senior Secretary position. The ability to effectively implement administrative duties, clerical procedures and systems; execute principles and processes for reviewing student registration data and inherent interpersonal skills that promote positive customer services is critical to experiencing success in this position. A willingness to maintain confidentiality; expertise in performing clerical duties; proficiency utilizing operating computer software and maintaining databases; desire to enhance educational progression of students, and the ability to collaborate with administrators, faculty, staff, co-workers, and students are of utmost importance. Qualified candidates will possess excellent computer skills, demonstrate evidence of a career that includes flexible work experiences, a willingness to change; be open-minded, fair, and see and appreciate multiple perspectives; a willingness to take and manage risks, and accept responsibility for professional and personal growth.

Duties may include, but are not limited to, the following:

Prepare and proofread a wide variety of reports, letters, memos, course materials, exams, and statistical charts; compose routine correspondence related to responsibilities assigned.

Screen office and telephone calls; respond to complaints and requests for information on courses, procedures, systems, and events relating to responsibilities assigned; receive and route mail.

Establish and maintain computerized spread sheets and data files; run reports on regular and requested basis.

Compile data for special projects; collect and assemble data and background materials for a variety of reports and meetings.

Maintain and coordinate calendars and schedules of Department activities, courses, meetings, and events; coordinate and schedule activities with other College departments, the public, and outside agencies.

Perform general clerical work including filing, scheduling appointments and meetings, and processing reimbursement requests.

Organize and maintain filing systems; maintain records related to specific area of assignment. Assist with registration at centers and other off-campus and on-campus locations.

Verify time sheets.

Prepare required documentation for curricular and continued education courses to include: contracts, public service agreements, work orders, audio-visual requests, room requests, and purchase orders for supplies, equipment, and textbooks.

Prepare brochures, flyers, and handouts for general marketing purposes.

Prepare class registration materials for records and registration office to include cover sheets, data forms, and group receipts.

Assist in preparing and maintaining special reports and budget information for external groups, agencies, and organizations.

Verify and review materials for completeness and conformance with established regulations and procedures.

Operate a variety of office equipment including a computer for word processing; input and retrieve data and text; organize and maintain disc storage and filing as necessary.

Coordinate travel arrangements for Department staff.

Order and maintain office supplies and maintain related records.

Correspond and distribute information and files using the College’s networking system.

Prepare class materials and order supplies.

Maintain effective working relationships with others, to understand and coordinate efforts with a wide range of organizations and special populations, and plan and organize programs and activities.

Perform related duties as assigned.

KNOWLEDGE OF:
English usage, spelling, grammar, and punctuation.

Office procedures, methods, and computer equipment.

Business letter writing and basic report preparation.

Software applications and electronic communications.

Principles and procedures of basic record keeping.

Understand and use Microsoft Office Suite.

ABILITY TO:
Communicate effectively, verbally, and in writing for marketing and recruitment of students.

Perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative.

Understand the organization and operation of the department and outside agencies as necessary to assume assigned responsibilities.

Maintain detailed and complex records and files using electronic and paper copy filing systems.

Independently prepare routine correspondence and memorandums.

PHYSICAL REQUIREMENTS:

The physical requirements 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.

Is frequently required to stand and walk. Is able to hear audible equipment indicators and verbal communications in the work environment.

Is required to sit; use hands to touch, handle, or feel objects, tools, or controls; and reach with hands and arms.

Must occasionally lift and/or move up to 20 pounds.

Must see with sufficient close vision, distance vision, color vision, peripheral vision, depth perception, and focus adjustment to differentiate light/color intensity and evaluate perceivable changes in the environment.

Must have moderate sense of smell to determine danger indicators such as smoke.

Must have good finger dexterity necessary to type using a standard keyboard, (including use of number pad on the keyboard).

Type at a speed necessary for successful job performance.

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.

Experience: Three years of increasingly responsible secretarial experience or two years of experience and an Associate’s degree in Office Technology, or related field.

Training: Completion of the twelfth grade supplemented by specialized secretarial training or equivalent.

Well-honed communication skills, both oral and written, are necessary.

An Associate degree in Office Administration or a related field with three years of increasingly responsible experience is preferred.

Proficiency in Microsoft Office Applications (Access, Excel, PowerPoint, and Word).