Program Secretary II
LAKES AND PINES C.A.C., INC.
1700 MAPLE AVENUE EAST
MORA, MINNESOTA 55051
320-679-1800
TITLE: Program Secretary II
SALARY RANGE: 5
CLASSIFICATION: 8
HOURS: Determined by Program
STATUS: Non-Exempt Classification
I. GENERIC DESCRIPTION
The Program Secretary II will perform secretarial tasks of the Department. The Secretary II position will perform secretarial tasks, without direct supervision, will be responsible in some decision making and requires at least two years experience in the secretarial field for the position. The Secretary II position must have the ability to supervise general program activity in absence of the Department Director, or supervisor, whereas a Secretary I will be instructed as to specific decision making in absence of the supervisor.
II. SPECIFIC DESCRIPTION
A. Essential Functions
Supports the Mission of the Agency and goals of the Department.
Type any and all copies of printed and handwritten materials as assigned by supervisor.
Will proofread all typed work and reports for accuracy.
Responsible for filing, both paper and electronic, as it relates to the particular assignment.
Processes and distributes Department Incoming Mail. Ensures delivery of Department Outgoing Mail, following proper US Postal Regulations and Agency policy.
Operates standard office machines.
May be required to answer main multi-line phone system at the central office or department in absence of the Program Receptionist or Agency Receptionist. May also be required to distribute incoming Agency Mail and processing/delivering of Agency outgoing mail, following all current USPS guidelines and Agency policy, in absence of Agency Receptionist.
Will attend meetings when called upon to do so or as assigned by supervisor.
Responsible for learning and following the Agency’s systems and procedures that relate to the position, as well as Department procedures and systems.
Will take messages and/or give specific work instructions to program staff as instructed by the Department Director and/or his/her designee.
Accepts and schedules appointments for the Department Director and other Department staff as assigned.
Has knowledge of program reports and procedures.
Submits copier counts for Department Units to Department Administrative Assistant.
Assists with computer client, fiscal and program management reports and data entry and processing.
Informs the supervisor of potential problems of the program dealing with procedures, policies, and/or employee concerns.
May assist consumer with program application process. Has general working knowledge of referral sources.
Responsible for secretarial tasks on computer as instructed by supervisor, (Personal Computer or Agency’s computer programmatic and client tracking systems). Will have responsibility for data entry and retrieval pertaining to the Department’s function.
In absence of the Department Director or supervisor, may provide decision making as specifically instructed by supervisor.
Assist with Department close down and lock up at end of work day.
Have knowledge and apply Agency policies and procedures including safety, technology, data practices and other applicable policy, procedure and program regulations.
Assists with telephone voice messaging system for the department, including training new department personnel. Assists with cellular phone assignments and training. Assists with faxes.
Assists with physical inventory of department.
Assists with electronic document imaging/filing system.
Other essential tasks as assigned by supervisor.
Assists Department Administrative Assistant with copier service and supplies.
Will assist supervisor in completion of program reports, evaluations, and supply and equipment inventory following all Agency policies.
Will be required to inform Department Director of timely submission of Department reports. Responsible for computer client, fiscal and program management forms as assigned by immediate supervisor.
Primarily responsible for data entry for program management reports and records.
Provides general supervision of program personnel in absence of Department Director and/or his/her designee.
Assists with ongoing training of Department staff relative to policies and Department procedures, as instructed by supervisor.
Attends meetings on behalf of Department Director, as assigned.
Will assist in opening up and securing at close of work day the Department area, including Department entry ways, files, equipment shut down, etc. as instructed by supervisor.
Assist in tracking data for Affirmative Action Plan.
Assist with hotel/travel arrangements for staff.
Complete purchase orders for departments.
B. Secondary Functions
May be required to answer main multi-line phone system for the Central office or Department in the absence of Agency Receptionist/Program Receptionist.
Other secondary job functions as assigned by supervisor.
III. ELIGIBILITY REQUIREMENTS

Must have at least one year experience in secretarial field.
Must have a high school diploma or G.E.D.
Business office courses preferred.
Must be able to type with efficiency and accuracy.
Must be able to take notes, meeting minutes, and transcribe accurately.
Must be able to follow and understand directions.
Must have knowledge of filing.
Must be courteous.
Must have desire for self-improvement.
Must be able to work with public.
Must be able to communicate well, both orally and in writing.
Must be able to maintain client/staff confidentiality.
Knowledge of personal computer system.
Must be able to travel as required by the position.
Able to work with a diverse population.
Based upon individual program requirements, the position holder may be subject to a Criminal Background check, the results of which are acceptable to the Agency.
Must have at least two years office experience.
Business office courses essential, and must be knowledgeable of accounting procedures and personal computer systems.
V. ADVANCEMENT
Advancement to other positions within the Agency may occur dependent upon experience, training, education and availability of positions.
Program Receptionist
Program Secretary I, II; Agency Receptionist/Secretary
Department Administrative Assistant
Executive Secretary
Administrative Assistant to the Executive Director
Additional Information
Lakes and Pines CAC reserves the right to revise this job description and change job duties and responsibilities as Agency and program(s) needs arise. This job description does not constitute a written or implied contract of employment; and provides a general overview of expectations of the position holder.
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.