Job Administrative Clerk Secretary in Sharon, CA

Administrative Clerk Secretary

Sharon, CA
Job description
Job Description:

POSITION PURPOSE

Reporting to the Supervisor, Corporate Fleet Trainer is responsible for providing administrative and clerical support to the assigned department program, including scheduling, prioritizing and coordinating day-to-day work performed by the management staff/supervisor; preparing and processing correspondence, reports, minutes and presentations; tracking and monitoring project and program-specific activities; maintaining the filing system; and distributing incoming and outgoing communications via mail and electronic media.

MAJOR RESPONSIBILITIES

  • Provides support to the managers/supervisors by preparing charts, forms and spreadsheets; compiles and collates materials.
  • Assists in various specialized project tasks related to program and service delivery, including database monitoring and project monitoring activities.
  • Organizes meetings, prepare agendas, take minutes for Branch/Unit meetings and meetings with external stakeholders/partners; prepares and distributes minutes to appropriate staff.
  • Completes purchase/cheque/payment requisitions, including obtaining the appropriate authorizing signatures, affixing cost distribution forwarding coding.
  • Distributes documents, maintains associated lists and issues receipts for monies received, as applicable to the program/service.
  • Investigates irregularities/discrepancies in billings with consultants, contractors and suppliers, as applicable to program/service.
  • Logs daily statistics and prepares reports on service delivery
  • Compiles statistical and other data to prepare reports and documents related to services provided.
  • Responds to inquiries or requests for information from other employees, departments and the public.
  • Answers incoming calls (Helpdesk) from Regional staff requiring service including emergency situations; utilizes specialized software to log information/work orders in accordance with program/service.
  • Provides reception/switchboard relief and back-up duties to other clerical support positions, as required.


QUALIFICATIONS

  • Post-Secondary certificate/diploma in Business/Secretarial Science (one (1) year or more) or related program or approved equivalent combination of education and experience.
  • Minimum two (2) years secretarial/administrative experience in a computerized/automated office environment.
  • Demonstrated experience providing administrative support in an environment with a broad variety of administrative and clerical functions with responsibilities for one or more program(s) and/or manager(s), with an emphasis on determining priorities and organizing activities of a diverse work assignment, including customer service, records management and report generation.
  • Thorough knowledge of general office procedures, including taking minutes, editing reports and correspondence, and electronic/manual records management file systems, including security measures.
  • Knowledge and demonstrated ability in corporate core competencies including communication, innovation, teamwork and collaboration, and personal ownership.
  • Proficient in Microsoft Office applications, such as word processing, spreadsheet, database and presentation software applications.


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Job Administrative Clerk Secretary in Sharon, CA

York Region

Sharon, CA