Non-Profit Serving Seniors in Escambia County and Pensacola

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ADMINISTRATIVE SECRETARY - Posted: 08/28/2025

ADMINISTRATIVE SECRETARYPosted: 08/28/2025

GENERAL ADMINISTRATION DEPARTMENT

ADMINISTRATIVE SECRETARY

NATURE OF WORK

The Administrative Secretary position is a Fair Labor Standards Act non-exempt, part-time professional position under general supervision of the Office Coordinator who reports directly to the Human Resources Director. A person in this position is responsible for operating within the framework of general, detailed instructions and structured work procedures to provide routine clerical tasks. This is a repetitive position requiring data entry, word processing and computer skills. This position involves interaction with agency staff, board members and the community. Proficiency in exchanging information and the use of standard office equipment required in achieving agency goals and objectives. Every employee is required to adhere to Council on Aging of West Florida policies and procedures and abide by strictly defined instructions, rules and regulations.

MAJOR DUTIES AND RESPONSIBILITIES

Interact politely and professionally with the public whether in person or by telephone on behalf of the agency
Answer, screen and route incoming calls as needed
Provide clerical assistance to agency programs to include document preparation, copying and data entry
Generate forms as assigned
Create various flyers, cards, posters, etc. for employee recognitions
Open and date stamp daily incoming mail and forward to the Office Coordinator for routing
Provide direct support to all agency programs
Prepares client donations for mailing
Schedule conference rooms
Make bank deposits as needed
Serve as agency runner when necessary
Serve as the main point of contact for Community Closet pick-ups/drop-offs and recording of donation receipts
Maintain front office lobby for professional appearance
Assist the Office Coordinator and Human Resources Director as needed
Other duties as assigned

These examples are intended as illustrations of the various types of work performed in positions allocated to this class. The omission of specific statements does not exclude them from the position if the work is similar, related, or a logical assignment to the position).

( NOTE: The Council on Aging of West Florida, Inc. reserves the right to revise this job description as needed to comply with actual job requirements.)

MEASURABLE EVALUATION OF PERFORMANCE

Timely (within 24 hours) completion of routine work orders
Answer incoming calls by third ring
Prompt and courteous response to staff requests
Consistent display of professionalism and excellent customer service skills
Keep front desk notes current for reference by co-workers
Achieve tardiness and attendance standard established by the agency

BASIC TRAINING AND EDUCATIONAL REQUIREMENTS

High school diploma or equivalent
Proficient in the use of Microsoft applications to include Word, Excel, Teams
Minimum of 2 years clerical experience
Ability to follow written and verbal instructions
Excellent writing skills
Good organizational skills
Working knowledge of records management
Ability to multi-task
Good communication and public relation skills
Must be a team player

Four hours of continuing education credits will be required each year. Credits may be in an applicable category of choice as approved by the Human Resources Director

Ø The Council on Aging of West Florida, Inc. reserves the right to revise this job description as needed to comply with actual job requirements.

Ø Wage increase, annual leave, and benefit policies are described in the agency’s Personnel Policies and General Procedures Manual.

Ø Positions located within the Council on Aging of West Florida, Inc. require a valid Florida driver’s license, proof of automobile insurance, dependable automobile, drug/alcohol testing and successful completion of Level II background screening.

Council on Aging of West Florida is an EOE/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, , disability or veteran status.

DRUG FREE WORKPLACE

Hourly Wage: $15.00 - $16.00 per hour (based on level of education and experience)

HOURS: M-F, 8am-1pm (25 hours/week- Additional hours may be required)

APPLY ON-LINE AT WWW.COAWFLA.ORG. AGECY APPLICATION AND RESUME REQUIRED FOR CONSIDERATION.

POSITION OPEN UNTIL FILLED

Apply Online

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ADMINISTRATIVE SECRETARYPosted: 08/28/2025