Secretary II

DJS Financial Services LLC
Guaynabo, PR

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Job Details

Qualifications

Customer communication
Microsoft Outlook
Spreadsheets
Word embeddings
High school diploma or GED
Editing

Full Job Description

The Secretary II provides administrative and clerical support to management and office personnel by performing a variety of office duties that facilitate efficient daily operations. The position requires the ability to handle routine administrative matters independently, maintain organized records, coordinate office activities, and provide professional customer service to internal and external stakeholders.

Essential Duties and Responsibilities

The Secretary II shall perform duties that include, but are not limited to:

Screen and direct telephone calls, visitors, and incoming correspondence.
Respond to routine inquiries regarding office procedures, administrative processes, and organizational programs.
Determine whether requests should be handled personally, referred to a supervisor, assigned to appropriate staff members, or directed to other offices.
Prepare routine, non-technical correspondence, memoranda, reports, and other office documents.
Draft correspondence and administrative materials for management review and signature.
Maintain calendars and schedule appointments, meetings, and conferences with minimal supervision.
Coordinate meeting logistics, including scheduling, room reservations, and preparation of meeting materials.
Attend meetings as required and prepare meeting notes, summaries, and action items.
Assemble background materials, reports, and supporting documentation for meetings and presentations.
Review outgoing correspondence and documents for completeness, accuracy, consistency, and compliance with established procedures.
Verify that appropriate approvals and clearances have been obtained prior to distribution of materials.
Collect and compile information from files, databases, and staff to respond to routine inquiries and support periodic reporting requirements.
Maintain office filing systems, records, and administrative tracking logs.
Coordinate personnel, travel, training, and administrative forms and route them for appropriate processing.
Explain office procedures and administrative requirements to staff as needed.
Elevate non-routine, sensitive, or complex issues to management for resolution.
Perform miscellaneous administrative and clerical assignments as required.

Required Qualifications

High school diploma or equivalent required.
Two (2) to four (4) years of general office, administrative, or secretarial experience.
Proficiency with Microsoft Office Suite, including:
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
Experience creating, maintaining, and editing electronic spreadsheets and office documents.
Strong organizational and time management skills.
Excellent verbal and written communication skills.
Ability to manage multiple priorities and meet deadlines.
Ability to work independently while following established procedures and guidelines.
Strong attention to detail and accuracy.

Knowledge, Skills, and Abilities

Knowledge of standard office procedures and administrative practices.
Ability to communicate effectively with employees, management, customers, and external stakeholders.
Ability to prepare professional correspondence and maintain accurate records.
Ability to exercise sound judgment when handling routine administrative matters.
Ability to maintain confidentiality and safeguard sensitive information.
Ability to organize work, prioritize tasks, and follow through on assignments with minimal supervision.

Work Environment

This position is performed in a professional office environment and requires the use of standard office equipment, including computers, telephones, printers, and multifunction devices. The employee may be required to attend meetings and perform administrative support functions in support of office operations.

Equal Employment Opportunity Statement

DJS Financial Services is an Equal Opportunity Employer and is committed to fostering a diverse and inclusive workplace. All qualified applicants and employees will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, protected veteran status, or any other characteristic protected by applicable federal, state, or local law.

As a federal contractor, DJS Financial Services complies with all applicable Equal Employment Opportunity and Affirmative Action requirements and is committed to recruiting, hiring, developing, and retaining a highly qualified workforce. Employment decisions are based on merit, qualifications, performance, and business needs.

DJS Financial Services provides reasonable accommodations to qualified individuals with disabilities and to individuals with sincerely held religious beliefs, practices, or observances, unless doing so would impose an undue hardship on the company. Applicants and employees who require accommodation should contact Human Resources.

DJS Financial Services maintains a workplace free from discrimination, harassment, and retaliation and is committed to ensuring equal opportunity in all employment practices, including recruitment, hiring, compensation, benefits, training, promotion, transfer, discipline, and termination.

DJS Financial Services is an Equal Opportunity Employer, including Protected Veterans and Individuals with Disabilities.

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Essential Duties and Responsibilities

Required Qualifications

Knowledge, Skills, and Abilities

Work Environment

Equal Employment Opportunity Statement

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