Department Secretary

Job Summary The Department Secretary is responsible for providing support to various individuals and groups within the American Legion Auxiliary, including but not limited to the Department President, Officers, Finance Committee Chairman, and Auxiliary members. The incumbent is the main point of contact for all Units and Department activities which includes seamless coordination of meeting planning and activities, proper communication with Department President is necessary. General Functions 1.

Phone:

Answer incoming calls promptly. Monitor voice mails and return calls within 24 hours. 2.

Email:

Monitor and address all emails promptly. Reply or respond within 24 hours of receipt. 3.

Incoming Mail :

Pick up mail from the post office at 8:30 am (start time) Monday through Friday. Ensure that any additional pickups for postage due, required signatures, etc., are addressed and completed daily. 4.

Meeting Attendance:

Mustattend Fall Conference, Spring Conference, and Department Convention. Attend National Conference/meetings upon request. 5.

Meeting Minutes:

Record all meetings, conferences, and conventions. Recordings must be transcribed within 10 business days following the conclusion of the meeting. A hard copy of the meeting minutes will be filed in the Department office and scanned to the cloud, adhering to the American Legion Auxiliary Bylaws and Standing Rules. 6. Updating and Formatting Printed Materials 7.

Constitution and Bylaws :

Update the Constitution and Bylaws with any changes properly voted on and approved at the convention. 8.

Standing Rules :

Update the Standing Rules with any changes properly voted on and approved at DEC meetings and/or Department Convention. 9.

ALAMIS :

Must ensure data is entered in a timely manner and accuracy is maintained. 10.

Office Supplies :

Order necessary office supplies and unpack, placing all supplies in their appropriate locations. Must keep expenses within budget. 11. Performs additional responsibilities as assigned Qualifications 1.

Education:

High School Diploma or GED 2.

Experience:

Minimum 2 years administrative experience in an office setting with customer contact. 3.

Skills:

o Exceptional communication skills including written and verbal communications especially telephone interactions. o Exceptional attention to detail, organizational skills, problem solving, project management and computer skills (Microsoft office, internet, databases) o Ability to provide exceptional customer service and able to handle sensitive situations with customers. o Flexibility in dealing with changing priorities and demanding workload. o Ability to work independently, manage time effectively, and maintain confidentiality. o Friendly, professional demeanor with a willingness to be part of a team Demonstrated ability to recognize and appreciate cultural differences and meet the needs of individuals and organizations from different cultures Proven experience in office administration or clerical roles with strong organizational skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and basic computer literacy. Experience with multi-line phone systems, phone etiquette, and customer support functions. Bilingual abilities are highly desirable to serve diverse populations effectively. Familiarity with QuickBooks or bookkeeping software is a plus for handling financial records. Excellent typing skills with attention to detail for data entry and proofreading tasks. Strong time management skills to prioritize tasks efficiently in a fast-paced environment. Previous experience as a receptionist or personal assistant is advantageous; knowledge of medical or dental receptionist duties is a bonus. Join us as a Department Secretary to be an essential part of our vibrant team! Bring your organizational prowess, communication skills, and enthusiasm to create an efficient workplace where everyone can thrive. We value dedication and professionalism—your contribution will help us deliver outstanding service every day!

Pay:

$20.00 - $22.50 per hour

Benefits:

Health insurance Retirement plan

Work Location:

In person