The position of Unit Secretary provides secretarial and clerical support to the Unit Director and other staff working within the Unit. Responsibilities include a variety of secretarial tasks necessary for the efficient operation of the Unit, as well as the coordination of agency volunteers and written appreciation of donors.
The Unit Secretary is directly responsible to the Unit Director.
This position is eligible for overtime pay.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following duties and responsibilities are given as examples of the various types of work performed in this position. Other duties and responsibilities may be assigned.
- Types letters, memorandums, charts, conferences, evaluations, etc. as required from handwritten drafts, brief notes, verbal instructions, or transcribing from dictation equipment.
- Maintains a current census report, noting new youth, youth who leave, date and reason, and makes changes as required.
- Types and distributes the Unit Monthly Report and Census.
- Takes minutes of Unit Meetings and other meetings as requested. Types and distributes minutes as appropriate.
- Knows and has available at all times the status of youth case files, arrival of new youth, release of youth, etc., in order to assist the Unit Director in performing assigned duties.
- Maintains all current youth files.
- Maintains tickler system on periodic reports, follows up on pending correspondence, and assures timely submission and completion.
- Relieves the Office Manager and Receptionist positions as needed.
- Receives incoming telephone calls for the Unit Director as needed and in their absence.
- Assists the Office Manager in compiling all necessary information for upcoming audits (CQD, DC&F and Medicaid).
- Cross-trains with the Office Manager and fills in as a backup when required.
- Completes all projects and/or assignments given by the Unit Director or Program Director.
- Oversees all aspects of the volunteer process for the campus, including applications, background/training process, and coordination/tracking of schedules.
- Oversees the “thank you” note process for the campus, ensuring all donors are thanked in the appropriate manner consistent with agency policies and procedures.
EDUCATION AND EXPERIENCE REQUIREMENTS
The person filling this position must have a high school diploma, with one year experience in a clerical or secretarial position or related experience. Must have a valid Florida Driver License and be able to maintain a safe driving record consistent with agency policy.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
To perform this job successfully, an individual must be able to perform each area of responsibility satisfactorily. The requirements listed are representative of the knowledge, skills, and/or abilities required.
- Must have a good working knowledge of standard office procedures.
- Must have basic knowledge of computers (Microsoft Office Software preferred) and data entry equipment.
- Must have analytical, math, and grammar skills sufficient to meet minimum standards of the Youth Ranches Skills Test.
- Must have a basic knowledge of office management.
- Must have the ability to work independently, keeping all parties involved informed of such actions taken.
- Must have the ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedural manuals; ability to write routine reports and correspondence; ability to speak effectively with groups.
- Must have the 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 percentage.
- Must have the ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions; ability to deal with problems involving a few concrete variables in standardized situations.
The physical requirements described 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 position, the employee is extensively sitting, hearing, talking, and using hands and fingers. The employee will regularly be required to stand, walk, reach with hands and arms, and lift objects weighing up to 10 pounds. The employee will occasionally be required to lift objects weighing up to 25 pounds. Specific vision requirements for this position include close, distance, color depth perception and have the ability to adjust focus.
Work is generally performed in an office environment. There are no special conditions.
Travel to other sites may sometimes be required for the purpose of training or assisting other programs during times of staff vacancies.
DEADLINE TO APPLY
For more information, please contact:
Tom Pichette, Unit Director (email@example.com) – Florida Sheriffs Youth Villa, 3350 State Road 60 E, Bartow, FL 33830, 863-533-0371 or 1-800-765-3797
To apply, please click here to download our employment application.
We Are A Drug Free Workplace And An Equal Opportunity Employer.