The Secretary II provides office support, follows office procedures, and assists office staff with a variety of tasks. Perform routine clerical and administrative functions such as drafting correspondence, organizing and maintaining paper and electronic files, or providing information to callers.

Essential Duties:

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  Communications - Must have excellent written communication skills as well as verbal communication skills both in person and over the phone

• Computer knowledge – Typing skills and proficiency with Microsoft Office required. Ability to learn and operate multiple new software programs

• Must be able to perform multiple tasks in pressure situations i.e. responding to two-way radio, answering the telephone, meeting and greeting the general public and assisting Physical Plant personnel
• Ability to work cooperatively in a multi-person office.

• Cross-training is required to provide necessary coverage in the event of illness or vacation of other office personnel.
• Regular attendance is required for this position. Actual schedule is contingent upon the needs of the Department and Vincennes University.

• Ability to communicate with departmental and University employees, as well as the general public via the telephone, two-way radio, fax machine, scanner or electronic e-mail; processing all information to the appropriate personnel for completion and/or customer satisfaction.
• Preparation of Departmental Correspondence
• Retain Confidential Information.
• Data Entry Motor Pool Scheduling: Acceptance/denial of vehicle reservations for University Personnel.
• Data entry of Motor pool billing, Expense and Income Report, and Gas Inventory and generation of monthly reports.
• Preparation of travel requests and vouchers, as well as Electronic Purchase Order Requisitions and charge purchase forms. Process bus trips, meal allowance, and etc.
• Preparation, update and establish new/terminated employee paperwork and files, as well as documentation of vacation/sick leave requests. Payroll/editing
• Processing and data entry of electronic work orders.
• Assists, supports and receives assignments from Office Coordinator.
• Other duties as assigned within the Physical Plant.
• Finance processing/data entry (Invoices, PO’s, receipts, and etc.)

Minimum Qualifications: High School Diploma, minimum 2 years office experience, knowledge of VU systems a plus

Position Requirements:

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  Regular attendance and punctuality are required for this position.
• Two years of previous experience in a responsible clerical position in an institutional, commercial or industrial office environment. Related skills in a combination of the following areas: data entry & work process, filing, time management & problem solving.
• Strong verbal & written communication skills
• Must be able to work in a fast-paced office and ability to juggle multiple tasks.
• Must be able to organize and prioritize work
• Maintain positive working relations with co-workers, faculty, and staff, students and the general public; will/can be required to work as a member of an assigned crew on large projects, as well as independently.
• Experience in busy office environment, multitasking
• Ability to learn and proficiently apply a variety of computer applications specific to the work environment
• Quick learner, ability to mentally organize, create solutions “on the spot” as well as long-term
• Neat & clean in appearance.
• Friendly, outgoing, respectful attitude

Physical Demands:
Normal physical demands for successful work in a normal office environment.