Senior Secretary (OPS/SS 3) - Portland Health Department

Minimum Required Qualification and Experience:

• Certified Administrative Professional Accreditation 
• Diploma/Associate Degree in Office Administration or Business Administration OR
• NVQJ Level 2 in Business Administration (Secretarial Studies) 
• Proficiency in typing at a speed of 50-55 words per minute and shorthand at a Speed 100-120 words per minute 
• Minimum of five (5) years’ experience in a similar capacity. 

Specific Knowledge, Skills & Abilities:

• Working knowledge of standard office procedures and filing systems. 
• Well developed computer skills – Microsoft Office Suite. 
• Good time management skills and a track record of meeting critical deadlines.
• Excellent oral and written communication skills. 
• Effective interpersonal skills. 
• Ability to work on your own initiative. 
• Good Analytical Skills. 

Key responsibilities will include but not limited:

• Providing secretarial support to the facility assigned. 
• Maintaining an appropriate system to control and safeguard confidential documents, files and reports; 
• Attending meetings and taking minutes as required; drafting, circulating and following-up with relevant persons on action items; 
• Processing incoming and outgoing correspondence in accordance with established procedures;
• Composing letters, memoranda, reports, official and other documents as directed
• Sending emails, scans, copies, files and retrieving documents and correspondences as required in accordance with established procedures; 
• Answering, screening and transferring inbound phone calls and making outbound calls as required 

ONLY SHORTLISTED APPLICANTS WILL BE ACKNOWLEDGED