Buat mahasiswa Pend. B.Inggris yang bingung mencari bahan untuk mata kuliah English for Secretary. . .
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A. Defenition of Secretary
A secretary, or administrative assistant, is a person whose work consists of supporting management, including executives, using a variety of project management, communication & organizational skills. These functions may be entirely carried out to assist one other employee or may be for the benefit of more than one. In other situations a secretary is an officer of a society or organization who deals with correspondence, admits new members and organizes official meetings and events.
B. Main Job Tasks and Responsibilities of Secretary
1. General Purpose
Provide personal administrative support to management and the company through conducting and organizing administrative duties and activities including receiving and handling information.
2. Job Description of Secretary
a. Purpose Of The Position (The main reason for the position, in what context and what is the overall end result)
The Executive Secretary is responsible for providing secretarial, clerical and administrative support in order to ensure that services are provided in an effective and efficient manner.
b. Scope (The way that the position contributes to and impacts on the organization).
The Executive Secretary reports to the First Nation Administrator and is responsible for providing senior level secretarial and clerical services for the Chief and First Nation Administrator.
c. Responsibilities(Major responsibilities and target accomplishments expected of the position including the typical problems encountered in carrying out the responsibilities.)
Provide office support services in order to ensure efficiency and effectiveness within the Band Office
- Receive, direct and relay telephone messages and fax messages
- Direct the general public to the appropriate staff member
- Maintain the general filing system and file all correspondence
- Assist in the planning and preparation of meetings, conferences and Conference telephone calls.
- Make preparations for Band Council and committee meetings
- Maintain an adequate inventory of office supplies
- Respond to public inquiries
- Provide word-processing and secretarial support
- Type confidential documents on a wordprocessing system
- Provide support to the Chief and First Nation Administrator
- Assist the Chief and First Nation Administrator as requested
- Provide administrative services for the Chief and First Nation Administrator
3. Perform other related duties as required Executive Secretary
- d. Knowledge, Skills And Abilities (The knowledge, skills and attitudes required for satisfactory job performance)
The incumbent must have proficient knowledge in the following areas:
- office administration
- An understanding of relevan legislation, policies and procedures
- An understanding of the northern cultural and political Environment
The incumbent must demonstrate the following skills:
- team building
- bookkeeping skills
- analytical and problem solving skills
- decision making skills
- effective verbal and listening communications skills
- computer skills including the ability to operate computerized accounting, preadsheet and wordprocessing programs at a highly proficient level.
- stress management skills
- time management skills
ü Personal Attributes
The incumbent must maintain strict confidentiality in performing the duties of the Finance Clerk. The incumbent must also demonstrate the following personal attributes:
- be honest and trustworthy
- be respectful
- possess cultural awareness and sensitivity
- be flexible
- demonstrate sound work ethics
The Executive Secretary would normally attain the required knowledge, skills and attitudes through completion of an office procedures and/or bookkeeping course combined with related experience. Equivalencies will be considered.
- e. Working Conditions
- Physical Demands (The nature of physical effort leading to physical fatigue).
The Executive Secretary will have to spend long hours sitting and using office equipment and computers which can cause muscle strain. The Executive Secretary may also have to do some light lifting of supplies and materials from time to time.
- Environmental Conditions (The nature of adverse environmental conditions affecting the incumbent).
The Band Office may be a busy facility. The Executive Secretary may have to manage a number f projects at one time, and may be interrupted frequently to meet the needs and requests of residents, clients and contractors. The Executive Secretary may find the environment to be busy, noisy and will need excellent organizational and time and stress management skills to complete the required tasks.
- Sensory Demands
Sensory demands include use of the computer, which may cause eyestrain and occasional headaches. The Band Office may be noisy and busy making it difficult for the Executive Secretary to concentrate.
- Mental Demands (Conditions that may lead to mental or emotional fatigue)
The Executive Secretary will have to manage a number of requests and situations at one time. Stress may be caused by the need to complete tasks within tight deadlines.
- f. Certification
- Employee Signature
- Printed Name Date
- Supervisor’s title
- Supervisor’s Signature
- Nation Administrative Signature Date
- 3. Main Job Tasks and Responsibilities
- Prepare and manage correspondence, reports and documents
- Organize and coordinate meetings, conferences, travel arrangements
- Take,type and distribute minutes of meetings
- Implement and maintain office systems
- Maintain schedules and calendars
- Arrange and confirm appointments
- Organize internal and external events
- Handle incoming mail and other material
- Set up and maintain filing systems
- Set up work procedures
- Collate information
- Maintain databases
- Communicate verbally and in writing to answer inquiries and provide information
- Liaison with internal and external contacts
- Coordinate the flow of information both internally and externally
- Operate office equipment
- Manage office space
- C. Education and Experience
- relevant training or qualification
- knowledge and experience of relevant software applications – spreadsheets, word processing, and database management
- knowledge of administrative and clerical procedures
- knowledge of business principles
- proficient in spelling, punctuation, grammar and other English language skills
- proven experience of producing correspondence and documents
- proven experience in information and communication management
- required typing speed
- D. Key Competencies
- verbal and written communication skills
- attention to detail
- planning and organizing
- time management
- interpersonal skills
- customer-service orientation
- stress tolerance