DCS SECRETARY

About the Role

At the Department of Children's Services, secretaries serve as initial client support, greeting clients at entry into facilities and handling calls. They also provide administrative support to staff and leadership teams.

Key Responsibilities

• Prepares a variety of materials, including correspondence, memoranda, abstracts, spreadsheets, various reports, and other items. Reviews materials for spelling, grammar, and suggests improvements.
• Communicates with customers via phone, email, and/or in-person to provide assistance and direction regarding policies, procedures, and agency information.
• Gathers information from various sources (files, internet, databases) for meetings, interviews, presentations, and other administrative tasks.
• Performs administrative tasks such as creating documents for internal/external communications, filing, auditing documentation for accuracy and completion, monitoring inventory levels, maintaining calendars, and disseminating information.
• Inspects office equipment to ensure proper working condition.
• Other duties as they arise.

Requirements & Tech Stack

• Computers
• Copier/Scanner/Fax Machine
• Various Office Equipment (e.g., Postage Meter, Laminating Machine)
• Telephone
• Audio & Visual Equipment

Qualifications

• Education equivalent to graduation from a standard high school.
• OR Qualifying full-time secretarial or office clerical experience may be substituted for the required education on a year-for-year basis.

Necessary Special Qualifications (for positions within the Division of Rehabilitation Services of the Department of Human Services)

• Complete a criminal history disclosure form as approved by the appointing authority.
• Agree to release all records involving criminal history to the appointing authority.
• Supply a fingerprint sample as prescribed by the TBI based criminal history records check.
• Submit to a review of status on the Department of Health's vulnerable persons registry.

Additional Requirements

• This position requires drug testing prior to employment.
• A Motor Vehicle Records (MVR) screening will be conducted prior to employment.
• This position requires a criminal background check.

Driver Standards (if driving responsibilities are involved)

• Possess a valid driver's license.
• For the past five years, the driver's record must not include: driving under the influence (DUI), reckless driving, license suspension for moving violations, or more than 4 moving violations.