Secretary Job Description

Nature of the position:

Execution of various secretarial and assistance tasks to support a Company Department in a timely and
reliable manner.
Activities:
 Execute the assigned activities, in accordance with the laws, policies, rules and regulations that
govern your area, so it must be permanently updated.
 Receive, register, classify and distribute the correspondence that arrives daily at the office.
 Organize and keep updated the administrative and technical files, resulting from the daily
operations of its dependency.
 Write correspondence and documents in accordance with instructions from the superior.
 Carry out various typewriting or computer typing jobs of a certain degree of complexity and
confidentiality, such as letters, reports, manuals, contracts, charts and other documents of a
similar nature.
 Carry out printing and reproduction tasks for office supplies using photocopiers and carry out
the necessary controls to ensure the proper use of the equipment.
 Send and receive faxes, prepare a report with the details of those received and transmitted
eachmonth.
 Make daily mailings, make the respective annotations and keep the controls of thecase.
 Maintain an inventory of office supplies and materials suitable for the needs of the staff and
keep the corresponding controls to ensure their proper use.
 Process orders, purchase orders, requisitions, work orders, processing requests and others,
filling out the corresponding forms.
 Keep track of attendance, disabilities, vacations and absences of the personnel of your
dependency and prepare the corresponding reports.
 Serve clients, officials, colleagues and the general public, in order to evacuate general queries
orput you in contact with whoever corresponds.
 Answer the telephone calls of your dependency, transfer it to the corresponding employee or
receive,write down and communicate the messages later.
 Ensure the correct and timely processing of administrative matters that are submitted to the
consideration of his superior.
 Assist the superior in everything related to the management of the agenda and coordination
of meetings.
 Manage a petty cash when required, carry out expense settlements, process reimbursements
and submit the corresponding reports.
 Collaborate with the superior or official in charge, in the control and monitoring of the budget
assigned to their dependency, as well as in the modifications to it, when required.
 Ensure the proper functioning and use of the facilities, equipment and instruments used in the
development of their activities, reporting any anomaly or significant damage that occurs to
theirimmediate superior.
 Provide collaboration in situations of risk and claims that arise in the company.
 Actively participate, collaborate and comply with all policies, procedures and regulations
relatedto quality assurance that the company develops and implements.
 Carry out any other activities inherent to the position that are assigned to him by his
immediatesuperior.
Special conditions
 Academic training
 Medium Technician Title

Experience: From one year to three years of experience in the execution of tasks related to the
specialtyarea of the position.

Initiative, complexity and supervision received

 It requires some initiative and supervision, as the work allows you to select from a variety of
established methods and procedures, based on detailed instructions.
 You must solve similar situations of little complexity, looking for new courses of action to
obtainthe solution.

Supervision exercised and responsibility

 It is responsible for the administration of human resources that mainly develops activities at an
operational level, for the preparation, handling and custody of confidential information or for
thehandling of material resources of any amount.
 Responsibility for the confidentiality of the information it handles is evaluated. It does not
exercisesupervision.

Consequence of the error

 Errors made can cause damage to people, materials or equipment, facilities, functions or
operations whose consequences do not have a significant impact on the Company and it is
easy to correct them.

Labor relations
 The work relationships that correspond to the position involve frequent contacts with
operative level servants of other Organizational Units of Recope and / or the general public; to
receive instructions or to evacuate simple inquiries, to receive or to provide information of any
variety and importance.

Physical effort and working conditions

 From time to time, the official mobilizes or transfers articles or materials manually, moves out
of his place of work, intensifies his physical effort to handle machinery, equipment or
instruments or requires the repeated use of one of his five senses.
 The workplace where the activities of the position take place offers good environmental
conditions, adequate physical space, ventilated, free from intense noise, humidity, unpleasant
odors and toxic substances.