Secretary II

The Secretary II provides administrative and clerical support to management and other staff members. This position requires a greater level of experience and responsibility compared to a Secretary I, with the ability to handle a higher volume of work, manage multiple tasks, and work independently. The Secretary II may also assist with more specialized functions in the office and take on complex assignments.

• Administrative Support:
  
  
  
  • Provide office and clerical support to management and other departments.
  • Prepare and proofread correspondence, reports, memos, and presentations.
  • Maintain and organize office filing systems, both electronic and paper-based.
  • Schedule meetings, appointments, and travel arrangements for staff or executives.
  • Answer phone calls, take messages, and direct inquiries to appropriate personnel.
  
  
  
  
• Document Management:
  
  
  
  • Create and maintain documents, reports, and databases.
  • Update and manage spreadsheets, ensuring accuracy in data entry and formatting.
  • Prepare, file, and organize legal, financial, or confidential documents (depending on the office's focus).
  
  
  
  
• Customer Service:
  
  
  
  • Greet visitors and direct them to the appropriate individuals.
  • Respond to general inquiries in person, via phone, or through email.
  • Assist with inquiries and resolve issues related to office operations.
  
  
  
  
• Office Operations:
  
  
  
  • Maintain office supplies and inventory.
  • Coordinate meetings, including room reservations, agendas, and necessary materials.
  • Assist with the coordination of special projects, events, or conferences as needed.
  
  
  
  
• Communication and Coordination:
  
  
  
  • Communicate effectively with internal and external stakeholders.
  • Provide support in coordinating departmental functions and activities.
  • Prepare and distribute meeting agendas, take minutes, and follow up on action items.
  
  
  
  
• Specialized Tasks (depending on the field/industry):
  
  
  
  • Handle more specialized clerical tasks such as budgeting, processing invoices, managing projects, or maintaining databases.
  • Coordinate and make travel arrangements for both South Dakota Maintenance and Maintenance Engineering departments. Evaluate and process travel vouchers for payment according to the Federal Travel Regulations. This involves verifying the claim for accuracy, verifying the correct per diem and mileage rates, verifying the receipts for all hotels and purchases, and getting manager approval. The travel claims are then entered into Concur travel for payment.
  • Enter trip tickets for all UGP South Dakota vehicles into Maximo, to include all Maximo numbers mileage and engine hours. Making appointments and delivery of vehicles for maintenance.
  • May assist in training new staff or Secretarial I employees.
  
  
  
  

• Education: High school diploma or equivalent required; associate's degree or vocational training in office administration preferred.
• Experience: Minimum of 2-3 years of administrative or clerical experience. Experience in a similar role is often required.
• Skills:
  
  
  
  • Proficiency in office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Strong organizational and time-management skills.
  • Excellent written and verbal communication skills.
  • Ability to work independently and handle multiple tasks simultaneously.
  • Attention to detail and accuracy in work.
  • Professional phone etiquette and interpersonal skills.