Clerical Support- General Administration

Position Summary
The Secretary is directly responsible to the program supervisor, assistant director, and/or director within the assigned program area. The individual in this position shall support programmatic staff to effectively deliver services within the assigned position.
Required Qualifications

• High school or GED diploma
• Proficient in technology use, including software and web-based applications
• A minimum of two years' successful experience in a professional office setting

Desired Qualifications

• Associate's degree in a related field

Essential Functions And Responsibilities

• Maintain programmatic records to include necessary calendars, manuals, files, deadlines, and communications to ensure continuity of services
• Respond to routine requests for information from internal staff as well as external customers via the phone, mail, and email
• Assist with conference and workshop support, including enrollments, registration, preparation of handouts, visual aids, and post workshop follow-up
• Proactively provide support to programmatic and administrative staff, assigned projects, and initiatives, according to IU procedures
• Serve in a back-up capacity by cross-training with colleagues in related positions
• Develop and maintain an efficient, comprehensive, and accessible document management system on various projects
• Perform other related duties as assigned
• Prepare documents, reports, letters, memoranda, requisitions, and forms using applicable word processing, database, spreadsheet, and file server software systems in accordance with IU procedures
• Arrange appointments and meetings as appropriate, including travel, facilities, lodging, materials, registrations, and refreshments and follow-up as required
• Support data-driven decisions by collecting, monitoring, and reporting on data related to the assigned program area, using various software and web-based technologies
• Effectively communicate both verbally and in writing with internal and external stakeholders to deliver high-quality customer service

Performance Factors/Job Competencies

• Must adapt to new and emerging technologies to improve programmatic efficiency.
• Must have verbal skills to communicate effectively with the public.
• Must be flexible and able to tolerate many situations and personalities.
• Must be able to organize and maintain programmatic files.
• Must be able to withstand emotional stress.
• Must be able to work effectively in a collaborative team environment.
• Must be able to pleasantly communicate, both orally and in writing, and to explain complex instructions in an easily understandable fashion.
• Prioritize and efficiently complete tasks with minimal supervision.
• Must have auditory acuity to listen to other people on telephone and in person.

Work Environment
This job operates in a professional office environment. Incumbent must be able to sit at desk for extended periods of time. This role routinely uses standard office equipment with a vast majority of the time utilizing computers to complete daily tasks.
Physical Demands: (% of time)
Standing: Occasionally (<20%)
Sitting: Frequently (<60%)
Lifting: 0-20lbs. Occasionally (<20%); 20-50 lbs. Occasionally (<20%); Over 50 lbs. Rarely
Travel (Within IU service area, intrastate, nationally): Rarely
Pushing/Pulling: Occasionally (<20%)
Manual Keying/Data Entry: Often (30-60%)
Successful applicants will be required to submit acceptable PA Child Abuse Clearance, PA Criminal History Clearance and Federal History Clearance as well as complete forms Act 168 for current employer and any previous employer where the applicant worked directly with children. Additionally, a negative TB test will be required within 3 months of receipt of the test results by the IU.
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