Non-Exempt Job Descriptions
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Secretary Specialist (Military Science)

Job Summary

With minimum supervision, the Secretary Specialist performs clerical duties that include:  complex word processing, answering phones, operating office equipment, performs routine bookkeeping functions related to budget and supplies, serves as the Department receptionist, assists with scholarship and enrollment processes, and other duties as assigned.  The position requires the ability to anticipate needs and complete necessary tasks to accomplish requirements.  Position also requires the supervision of both federal and institutional work-studies.  As needed, performs duties of the Department Administrative Tech (DA Civilian) during regular leave and emergency absences.

Duties and Responsibilities


  • Assists the Admin Tech and Enrollment Officer in the following areas:
    • Coordinates, schedules and tracks DODMERB physicals for contracted cadets and applicants.
    • Request mid and end-of-term grade reports for contracted cadets and applicants.
    • Prepares and submits all reoccurring and requested reports to the appropriate University agency/unit.
    • Maintains prospect databases.
    • Schedules and prepares enrollment documentation for applicants.
    • Assists students with enrollment actions.
  • Responsible for the generation and maintenance the military science student information database related to the formal enrollment process into ROTC.
  • Supervises workstudy activities and prepares payroll records.
  • Represents the Department at various University functions.  Prepares summaries for dissemination to cadre as appropriate.  Serves as the Department liaison with the University.
  • Manages University allocated budget for efficient and effective resource utilization.  Prepares annual budget expenditure forecast and monitors compliance.  Prepares monthly internal budget report and maintains appropriate records for auditing purposes. Requisitions office supplies and completes local purchase requests as necessary.
  • Maintains all University and military mandated files, correspondence, and publications.
  • Maintains Department library, to include: Inventory and ordering.
  • Operates office equipment such as word processor, typewriter, computer, calculator, copier, etc.
  • Prepares general military correspondence as required.
  • Fills in for Admin Tech during annual or sick leave.
  • Managing editor and production manager for ROTC yearbook and newsletter.
  • Represents department to visitors, cadets, prospective students, in person, via automation (email) and via telephone, in a professional, cheerful, neat and helpful way.


  • Maintain the monthly, quarterly, and annual copier report.  Submit to Region HQ.
  • Maintain monthly postage report.  Submit to Cadet Command HQ.
  • Serve as the alternate manager for the Military Science/Raider Club account. (Alumni Relations)
  • Serve as the Alumni Relations representative. Maintains historical files.
  • Schedules classrooms and facilities for outside agency use ICW Department Faculty.
  • Answers telephone & responds to inquiries, takes accurate phone messages.
  • Opens mail, Greets and directs students and visitors as needed.
  • Performs other Departmental duties as assigned.

Organizational Relationships

The Secretary Specialist reports to the Department Chair and/or Enrollment Officer.  Incumbent supervises work-study students.  This position requires interaction with administrators, faculty, staff, students and the general public.

Minimum Requirements

High School diploma or G.E.D. equivalent, with specialized training or 3 years related work experience in the clerical field required.  Possess excellent written and verbal communication skills, as well as good people skills.  Be able to organize and maintain a good office environment in an effective and efficient manner.  Must be computer literate – knowledgeable and possess basic computer skills, with functional knowledge of Microsoft Office Software programs.  Excellent keyboarding and computer skills are required.

Additional Desirable Qualifications

An Associate Degree preferred.  Experience in an academic setting desirable.

Working Conditions and Atmosphere

Routine office environment with interruptions and noise due to frequency of visitors, students, faculty, staff, and phone calls.  Some pressure may be expected due to frequency and number of visitors and/or phone calls while meeting various task deadlines.  Work hours may be flexible at the convenience of the employee, with task completion and deadlines being the priority for scheduling purposes.  Overtime may be required during emergencies.

Date Approved/Revised:  July 9, 2008
Grade:  Nonexempt 4