Secretary Job Description

Summary
Provide a broad range of clerical and customer service support including many or all of the following:  correspondence and document preparation; customer interaction; data management support; equipment/supply/facility coordination; mail/delivery support; scheduling support. 

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Greets scheduled visitors and refers them to the appropriate area or person.  Conducts tours of the Child Development Center to the public.
• Instructs employees on the use of the phone system.  Answers and screens telephone calls and arranges conference calls.  Transfers and redirects incoming calls.
• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer.  Prepares outgoing mail and correspondence, including e-mail and faxes.
• Administers the enrollment process to include enrolling flex-care children quarterly, applying tuition charges based upon students class schedule,  registers full-time families annually, and processes and implements annual registration fees.  Maintains and updates wait list; contacts wait list families to fill any vacancies.
• Utilizes, troubleshoots, maintains, and keys data into Omniform, Microsoft Word, Excel, Publisher, and EZcare 2 computer software programs.  Updates employee manuals, the Child Development Center Web site, information brochures, and Parent Handbooks.   Performs clerical duties for 30+ employees to include coordinating and arranging meetings, preparing agendas, reserving and preparing facilities, transcribing minutes of meetings, arranging and coordinating travel itineraries, and conducting research by compiling and typing statistical reports.
• Performs accounts receivable and accounts payable functions to include posting tuition weekly, generating tuition posting reports, preparing deposits weekly, processing deposit posting reports, preparing aging reports monthly following up with overdue accounts, producing and distributing monthly invoices to parents, processing financial requests for 156+ families, and processing and providing financial reports / individual billing statements to non-profit financial funding organizations, ie. FHSE, YIN, Div. of Voc. Rehab, FSD.
• Makes copies of correspondence or other printed materials.
• Organizes and maintains file system, and files correspondence and other records.  Archives all inactive data.  Utilizes archive transmittal forms.
• Orders and maintains supplies, and arranges for equipment maintenance for the fax machine, printers, and copy machine.
• Maintains and distributes emergency contact and allergy information.
• Schedules employee TB testing and physical examinations.

Supervisory Responsibilities
This job has no supervisory responsibilities.

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience
One-year certificate from college or technical school; or at least three months related experience and/or training; or equivalent combination of education and experience. Basic word processing experience, Excel and common knowledge of Windows required. 

Language Skills
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Certificates, Licenses, Registrations
None required.

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 regularly required to talk or hear.  The employee frequently is required to sit and use hands to finger, handle, or feel.  The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.  The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, and ability to adjust focus.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Contact Us

636-922-8422

Paula Berry
Director
pberry@stchas.edu
636-922-8423

Kathy Drews
Assistant Director
kdrews@stchas.edu
636-922-8424