Job Details

Requisition Number 18-0109
Post Date 12/19/2018
Title Project Secretary II
City Westlake
State LA
Description OVERVIEW:

• Under limited direction, performs advanced secretarial and administrative duties for Project Managers and Project Team Members.
• Disposes of matters of a routine nature to conserve superior's time, maintains regular and follow-up files and confidential data, and collects information needed by the superior for conferences and reports.
• Handles many details of a confidential nature.
• Administrative duties may involve the preparation of various reports, the analysis of reports with recommended actions, and the monitoring of work activities within the group for the responsible executive.
• Uses personal computer and related software (i.e. word processing, spreadsheets, databases, etc.) in performing assigned tasks.
• Composes and Distributes Correspondence and Maintains Records
• Creates and Updates Special Reports and/or Proposals
• Coordinates Travel Arrangements and Reservations
• Sends, Receives and Distributes Facsimiles, Transmittals, Correspondence and Telephone Messages
• Provides Associates, Customers and/or Vendors with Assistance and Information as Necessary
• Schedules Appointments for Executive
• Trains and/or provides advice/guidance to lower level positions. May allocate and monitor the work of other clerical positions within the Project Team.

MAJOR DUTIES AND RESPONSIBILITIES:

• Typing skills of at least 75 wpm
• Highly proficient knowledge of Microsoft Office suite of applications, including Word, Excel, Outlook, and PowerPoint is required.
• Strong computer skills, with knowledge of Excel, Access, PowerPoint, and Word. Must have Maintaining effectiveness when experiencing major changes in work tasks or the work environment; adjusting effectively to work within new work structures, processes, requirements or cultures.
• Making customers and their needs a primary focus of one's actions; developing and sustaining productive customer relationships while meeting the company's needs.
• Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message.
• Monitoring the results of delegations, assignments, or projects, considering the skills, knowledge, and experience of the assigned individual and the characteristics of the assignment or project. (This competency applies to supervisory positions.)
• Setting up ongoing procedures to collect and review information needed to manage an organization or ongoing activities within it.
• Taking prompt action to accomplish objectives; taking action to achieve goals beyond what is required; being proactive.
• Generating innovative solutions in work situations; trying different and novel ways to deal with work problems and opportunities.
• Interacting with others in a way that gives them confidence in one's intentions and those of the organization. Organizational Awareness
• Establishing courses of action for self and others to ensure that work is completed efficiently.
• Accomplishing tasks by considering all areas involved, no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks; being watchful over a period of time.
• Being aware of conditions that affect employee safety.
• Using appropriate methods and a flexible interpersonal style to help build a cohesive team; facilitating the completion of team goals.
• Maintaining stable performance under pressure or opposition (such as time pressure or job ambiguity); handling stress in a manner that is acceptable to others and to the organization.
• Setting high standards of performance for self and others; assuming responsibility and accountability for successfully completing assignments or tasks; self-imposing standards of excellence rather than having standards imposed.
• Actively identifying new areas for learning; regularly creating and taking advantage of learning opportunities; using newly gained knowledge and skill on the job and learning through their application.
• Promoting close and effective integration of efforts between unique groups on a project to maintain maximum effectiveness in project execution.
• Decision Making
• Focusing and guiding others in accomplishing work objectives

MINIMUM QUALIFICATIONS REQUIRED:
• 10 years of related experience. 5 years of related project experience.
• Experience with scanning and indexing of technical documents is required. One year of experience using any Document Control System.
• Minimum of High School Diploma/GED
• An Associate Degree in Office Administration preferred or equivalent work related experience.
• Detailed knowledge of Project Policies and Procedures
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