Program Secretary
TITLE: Program Secretary
DEPARTMENT:
REPORT TO: Department Administrative Assistant
DEPARTMENT:
REPORT TO: Department Administrative Assistant
SALARY RANGE: 5
CLASSIFICATION: 8
STATUS: Non-Exempt Position
CLASSIFICATION: 8
STATUS: Non-Exempt Position
JOB SUMMARY
The Program Secretary is responsible for meeting the Agency’s mission as a team member by performing a variety of clerical and administrative duties to support the department. The Program Secretary will perform tasks, without direct supervision, will be responsible in some decision making and requires at least two years-experience in the secretarial field.
QUALIFICATIONS
Education
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High School Diploma or equivalent
Education may be waived with significant job related experience
Experience
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More than 1 year
Authorization
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BCA Background Study
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Valid Driver’s License
Work Environment
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Conventional – Office model
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Community Facing – Direct interaction or communication with a public.
SKILLS, ABILITIES, & OTHER KNOWLEDGE
Skills
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Excellent oral and/or written communications skills.
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Ability to manage time that results in both a satisfactory quantity and quality of work.
Ability
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Support the Mission of the Agency through daily work and while representing the Agency in public.
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Have general knowledge of programs and activities of the Agency.
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Demonstrated ability to work independently and as a team member.
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Must be able to handle diverse work problems on a daily basis.
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Must be able to organize a work schedule, set priorities and work effectively to meet deadlines without supervision.
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Must be able to adjust to changes necessitated by last minute assignments and deadlines requests that may prove stressful.
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Ability to effectively work across differences, especially socio-economic and cultural differences.
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Attend trainings, classes and meetings as necessary to improve job skills and maintain an acceptable level of job performance.
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Serve as a mentor for new staff.
Other Knowledge
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Have knowledge and apply Agency policies and procedures, including safety, technology, data practices and other applicable policy, procedure and program regulations.
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Understand numbers and mathematical concepts.
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Knowledge of Community resources.
PRIMARY DUTIES & RESPONSIBILITIES
This job description is not intended to be all-inclusive and employee will also perform other reasonably related business duties as assigned.
Area 1: Program Operations
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Act as department’s first point of contact to all walk-ins, providing direction and assistance with their needs or request for aid.
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Knowing and maintaining a current working understanding of all Lakes and Pines programs and guidelines to ensure the greatest degree of accuracy is given to customers while offering a broad awareness of services available.
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Operates office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.
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Making determinations as to which programs and services customers may be eligible for and initiate the intake, application or referral process.
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General responsibility for identifying potential customers by: prioritizing participants from eligible applicants; conducting assessments and explaining program services; accurately reviewing, verifying, preparing, maintaining and submitting all necessary program documentation in a timely manner to determine eligibility.
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Meeting with potential customers at the office, over telephone, via Zoom or Google Meets or other means to assist in completing program applications and securing additional information as requested, including assuring customer privacy is safeguarded and proper releases are obtained.
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Assisting customers with the use of office computers, phones or other equipment as needed to aid the public in accessing resources available to assist them.
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Evaluate and/or supply the level and type of supportive services based on program guidelines.
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Performs clerical duties including typing, filing and completion of simple forms as assigned by supervisor.
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Answers phones, directs calls to appropriate individuals, and prepares messages.
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Maintains filing systems either manually and/or electronically.
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Sorts incoming mail and delivers to appropriate department personnel.
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Copies, sorts, and files records related to department activities, business transactions, and other matters.
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Manages calendars and schedule appointments for department personnel.
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Assure adequate supplies are on hand for office operations; assist with checking in supply orders and distribution of items.
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Performs clerical duties including typing, filing and completion of simple forms as assigned by supervisor.
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Prepares formal business communication, recurring reports, and similar correspondence; acquires signatures as necessary.
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May be required to resolve customer complaints or inquires via email, in person or over the telephone.
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Complete purchase orders for department as assigned by supervisor.
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Complete department vouchers for department as assigned by supervisor.
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May be required to answer main multi-line phone system at the central office in absence of the Administrative Specialist.
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Reporting repairs of maintenance issues to supervisor in a timely manner.
Area 2: Program Compliance
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Enter customer data into data collections system, as requested.
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Maintain an accurate record of customer contacts, including walk-ins, phone calls, intakes, referrals, and applications requested or submitted.
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Assists with electronic document imaging/filing system.
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Responsible for filing, both paper and electronic documents.
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Has knowledge of program reports and procedures
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Informs supervisor of potential problems dealing with procedures, policies, and/or employee concerns.
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Accepts and schedules appointments for the Department Director and other Department staff as assigned.
Area 3: Program Communications
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Processes and distribute department incoming mail. Ensures delivery of department outgoing mail, in accordance with United States Postal Service (USPS) regulations and Agency policy.
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Managing and facilitating department bulk mailings in accordance with USPS regulations.
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Receives and distributes the Department’s faxes. Sends faxes per Department procedures.
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Write correspondence and proofread documents for accuracy, as directed.
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Managing and tracking staff schedules and ensuring accuracy.
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Will take messages and/or give specific work instructions to program staff as instructed by the Department Director.
Area 4: Development Assistance
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Recognize existing and emerging needs of customers, volunteers and communities and suggest programmatic and resource recommendations to improve or develop programs.
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Create and maintain a current and accurate electronic succession plan for the position.
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Participating in program recruitment and outreach of programs at the direction of the Department Director or Administrative Assistant.
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Maintain regular communication in regards to operational and program needs, issues and activities with program management and/or Department Director.
JOB FACTORS
Supervision of Others
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Not responsible for supervision of others
Safety of Others
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Minimal responsibility for the safety of others. Probability of injury to self or others in remote.
Contacts
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Contact is within own department, and with other departments, customers, vendors, or the public.
Physical Demand
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Must be able to lift 25 pounds.
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Requires sitting, standing, bending, stooping and reaching.
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Physical ability to operate equipment specific to your position.
Travel
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Must have reliable transportation.
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Must have valid driver’s license and current auto insurance coverage in compliance with Minnesota State guidelines on the vehicle used for work related travel.
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Travel for completion of job duties, trainings and meetings as required.
GENERAL AGENCY REQUIREMENTS
Professionalism
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Maintain positive work atmosphere by behaving and communicating in a manner that fosters good relations with customers, co-workers, providers, volunteers and supervisors.
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Treat customers, co-workers and public in a respectful and courteous manner at all times.
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Continue to develop skills and abilities.
Community Representation
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Represent Lakes and Pines Community Action, Inc. in a positive manner.
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Adhere to the Community Action Code of Ethics.
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Seek to understand poverty and barriers faced by community members.
Confidentiality
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Maintain confidentiality of agency, program and customer information.
An Equal Opportunity Employer/Contractor
In accordance with federal and state laws, Lakes and Pines CAC is an equal opportunity employer, contractor and provider of services. The Agency will maintain a
policy of non– discrimination with all employees and applicants for employment. All aspects of employment within
the Agency will be governed on the basis of merit, competence and qualifications and will not be influenced in any
manner by race, color, creed, religion, sex, age, national origin, disability, public assistance status, marital status, veteran status,
sexual orientation, or gender identity,status as a parent, familial status, or in a local human rights commission or any other legally protected status.
If an applicant needs reasonable accommodations for the employment application process, please contact Lakes and Pines either by phone, mail, email or in person and request such consideration. (Such as sign language, interpreter, materials in large print, accessibility)
Individuals are encouraged to complete an Employment Application form whether or not a vacancy currently exists. Employment applications will be kept on file for one year and will be considered for appropriate job vacancies.
If an applicant needs reasonable accommodations for the employment application process, please contact Lakes and Pines either by phone, mail, email or in person and request such consideration. (Such as sign language, interpreter, materials in large print, accessibility)
Individuals are encouraged to complete an Employment Application form whether or not a vacancy currently exists. Employment applications will be kept on file for one year and will be considered for appropriate job vacancies.