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Requisition Number 17-0061
Post Date 6/23/2017
Title Secretary
Position Type Part Time
Work Hours 20 hpw
City Oak Hill
State WV
Description Purpose
The purpose of the position is to assist the MODIFY Specialist with equipment, supplies or other work related assignments that cannot be fully achieved with assistive technology.

Provides program, as well as direct internal and external client support services. Responds to inquiries and independently resolves matters of low to moderate complexity. Responsibilities require some judgment, resourcefulness, and originality, but diverse guides and precedents are usually available to apply or adapt to the circumstances. Work effort has considerable impact on client services, program and project image, with potential legal liabilities.

Duties & Responsibilities
Responsibilities are functional in nature, and performed under general supervision. Specific tasks include, but are not limited to:
1) Performs clerical functions such as reading correspondence that cannot be read with assistive technology.
2) Filing correspondence in appropriate client files and organization of work area.
3) Assist with navigation of Families and Children Tracking System (FACTS) that is incompatible with the MODIFY Specialist’s assistive technology.
4) Assists Specialist with computer related tasks such as online training, websites forms that are not ADA or assistive technology compliant.
5) Assists MODIFY specialist with equipment, supplies or other work related assignments that cannot be fully achieved with assistive technology.
6) Performs general reception duties, answers telephone, receives and greets visitors to office area, determines nature of the visit and directs visitors/communications to the appropriate staff member. Assists supervisor, faculty and staff with special projects as instructed.
7) Maintains knowledge of professional principles, legal and/or reporting requirements affecting area of responsibility, and adheres to industry and government standards.

Supervisory/Lead Role
Position reports to the MODIFY Specialist. Normally receives minimal instructions on routine work, general instructions on new assignments. Supervision of others is not required; however, sharing of knowledge with others and team participation is expected in the role. Program, project or activity lead responsibilities will occur or be assigned in this position.

Physical Demands
Activities are predominantly non-manual though some responsibilities require the occasional lifting of 25lbs. The incumbent must be able to effectively hear and communicate with others. Close visual acuity, the ability to adjust focus, identify and distinguish colors, peripheral vision and depth perception are required in the job. Operates fax machine, PCs and other office equipment.

Work Environment
Works in standard office atmosphere with shared space and equipment. Moderate noise levels are experienced in the office area where the position is located. Incumbent is responsible to know and comply with all safety procedures.
Requirements Education and/or Experience
1) Associate’s degree or equivalent from 2-year college, or technical school;
2) 3 - 5 years’ related experience and/or training;
1) An equivalent combination of education and experience.

Skills, Knowledge, Abilities
1) Demonstrated proficient computer skills and in grant proposal editing and packaging. Must be able to take and transcribe minutes using dictation equipment or shorthand.
2) Thorough/demonstrated knowledge of correct English, grammar, spelling, punctuation, sentence structure and mathematical calculations, as well as, the proficient use of primarily PC computer platform and related software programs, including databases and spreadsheets.
3) Strong oral and writing skills with emphasized attention to detail and accuracy.
4) Thorough knowledge of office methods, procedures, practices and protocol.
5) Thorough/demonstrated ability to apply judgment, discretion and initiative in performing complex secretarial work in a variety of subjects/programs/projects.
6) Ability to work efficiently and effectively with a minimum of supervision.
7) Demonstrated ability to establish filing procedures and file all correspondence and information in alpha, numerical, subject matter or chronological order quickly and accurately.
8) Demonstrated ability to independently initiate, draft and prepare clear and concise cover memoranda in final form and correspondence requiring selection of materials and references from a variety of sources.
9) Ability to rapidly learn all academic, administrative and organizational policies and procedures within the affected work area and to interpret and apply these policies to unique work situations.
10) Ability to independently identify appropriate applications of a wide variety of complex written policies and procedures in circumstances not clearly described by available guidelines.
11) Maintains skills in, or knowledge of, professional principles, legal and/or reporting requirements affecting area of responsibility.
12) Ability to read and comprehend simple instructions, short correspondence, and memos.
13) Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
14) Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
15) Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
16) Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
17) Ability to deal with problems involving several concrete variables in standardized situations.

Behavioral Competencies
1) Technical skills – Strives to continuously build knowledge and skills; pursues training and development opportunities; assess strengths, weaknesses, and shares expertise with others.
2) Problem solving – Gathers and analyzes information, identifies problems, develops alternatives, uses reason even when dealing with emotional topics and works well in groups and resolves matters timely.
3) Internal & External Customer Service – Manages difficult or emotional matters with objectivity and openness; responds promptly to needs and requests for service and assistance; meets commitments and dates, notifies others if change occurs; provides, solicits and applies feedback; and builds goodwill through balanced contributions, positive approach, respect and support of others.
4) Communications – Demonstrates group presentation skills, participates in meetings, listens and gets clarification, is responsive and speaks clearly and persuasively in positive and negative situations. Writes and edits clearly and informatively, varies style to meet needs, presents numerical data effectively, and able to read and interpret written information.
5) Organizational Support – Aligns work and develops strategies to meet organizational goals; seeks to improve and promote quality; demonstrates accuracy and thoroughness; and upholds organizational expectations and values.
6) Self-Management – Responds to management direction; resourcefully adapts to changes in work environment and circumstances; responds well under pressure and manages competing demands; takes calculated risks, asks for and offers help when needed; exercise discretion and sound judgment; is tactful and responsible for own actions. Adheres to work schedule and complies with leave management responsibilities.

Preferred Qualifications & Credentials
Education and/or Experience
1) Working with persons with disabilities.
2) Use of assistive technology.
3) Valid driver's license
  • AA/EOE/Minorities/Females/Vet/Disability/E-Verify Compliant Employer.
  • Please view Equal Employment Opportunity Posters provided by OFCCP here.
  • The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.
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