Departmental Secretary

nexentra staffing; Philadelphia (Philadelphia County); Hybrid; USD 36,000 - 48,000; Full time

Benefits offered by this job

Competitive salary

Health, dental, and vision insurance

Paid time off and holidays

401(k) retirement plan

Opportunities for internal advancement

Job summary

Our Company is seeking a Departmental Secretary to provide administrative support to a specific department, coordinating schedules, managing documentation, and serving as the primary contact for staff and external inquiries.

The successful candidate will support managers, organize meetings, maintain records, track expenses, and assist with onboarding while ensuring smooth department operations in a hybrid work environment.

Qualifications

• High school diploma required; Associate's degree preferred.
• 0–1 year of administrative or secretarial experience.
• Proficiency with Microsoft Office Suite.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.

Responsibilities

• Provide administrative support to department managers and staff.
• Coordinate department meetings, agendas, and minutes.
• Maintain departmental records, files, and databases.
• Prepare departmental reports, memos, and correspondence.
• Track departmental budgets, invoices, and expenses.
• Act as the point of contact between the department and other teams.
• Assist with onboarding of new departmental staff.
• Handle departmental scheduling and calendar coordination.

Skills

Organizational skills

Multitasking

Written and verbal communication

Team collaboration

Education

High school diploma

Associate's degree

Tools

Microsoft Office Suite

Department-specific software

Job description

Departmental Secretary

Job Title: Departmental Secretary Company: Our Company Job Type: Full-Time Location: Hybrid

Job Summary

Our Company is seeking a Departmental Secretary to provide administrative support to a specific department (e.g., HR, Finance, Operations). The successful candidate will coordinate department schedules, manage documentation, and serve as the primary administrative point of contact for departmental staff and external inquiries.

Key Responsibilities

• Provide administrative support to department managers and staff
• Coordinate department meetings, agendas, and minutes
• Maintain departmental records, files, and databases
• Prepare departmental reports, memos, and correspondence
• Track departmental budgets, invoices, and expenses
• Act as the point of contact between the department and other teams
• Assist with onboarding of new departmental staff
• Handle departmental scheduling and calendar coordination

Qualifications

• High school diploma required; Associate's degree preferred
• 0-1 year of administrative or secretarial experience, ideally within a specific department (HR, legal, finance, etc.)
• Proficiency in Microsoft Office Suite and department-specific software
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Ability to work collaboratively across teams

Preferred Skills

• Familiarity with departmental compliance or regulatory requirements
• Experience with budget tracking or basic financial reporting
• Knowledge of HRIS, ERP, or department-specific systems

Benefits

• Competitive salary
• Health, dental, and vision insurance
• Paid time off and holidays
• 401(k) retirement plan
• Opportunities for internal advancement