MCCB POLICIES

Section 5: Staff Positions

MISSISSIPPI COMMUNITY COLLEGE BOARD POLICIES AND PROCEDURES MANUAL

Title: Front Line Administrative Secretary

Initial Date of Adoption: June 18, 1992

Reference:

Revision Date: September 17, 2010; April 19, 2013; February 20, 2015

Code Number: 5.9

1 of 1

Page:

FRONT LINE ADMINISTRATIVE SECRETARY

Characteristics of Work :

This is upper level secretarial work in which the incumbent provides clerical and other programmatic support to MCCB staff. The incumbent also must exercise independent judgment in managing the affairs of a professional office within limits of standard operating procedures.

Examples of Work :

The following examples are intended only as illustrations of the various tasks performed by the incumbent in this position. These examples are not meant to be exhaustive; they are representative of the general functions of this position.

1. Organize, design, and maintain files for classifying, retrieving, and disposing of such materials as correspondence, records, reports, and other documents; 2. Compose, photocopy and route correspondence and materials to appropriate destinations. Correspondence may include memos, letters, reports, mailing labels, forms, etc.; 3. Process and deliver mail and faxes (both incoming and outgoing) and ensure routing of materials in a timely manner; 4. Check in an receive packages and notify purchasing; 5. Prepare and assemble information for various meetings, conferences, and reports, as well as attend meetings and take minutes as requested; 6. Make travel arrangements for staff as requested; 7. Assist other clerical staff as needed; 8. Act as office receptionist; refer incoming calls and visitors to the appropriate person(s) or functional area(s); 9. Process money orders and checks for proprietary schools daily. Complete and submit the check and money order receipt log to be submitted to Finance daily; 10. Assist staff preparation for meetings and conferences by scheduling, setup, clean up and assuring that proper equipment and materials are on hand; 11. Ensure adequate amount of department supplies are on hand, which includes preparing requisitions and ordering supplies 12. Assist in project administration including tracking, reviewing, and processing programmatic reports, contracts, and materials; 13. Communicate with various individuals in performing project/program/event responsibilities; 14. Communicate to a variety of individuals (inside and outside the agency) in the retrieval and disbursement of information; and 15. All other duties as assigned.

Minimum Requirements :

Graduation from an accredited high school or a GED certificate (associate degree from an accredited institution of higher education preferred) and demonstrated clerical and secretarial competence.

Special Experience :

Microsoft Office, typing proficiency, computer word processing/software, proficiency in a data base system, and office management skills. Good customer service skills, attention to detail and critical thinking skills.