JOB TITLE: Division Secretary

REPORTS TO: Fleet & Facility Manager

OVERVIEW OF ROLE: Division Secretary handles secretarial, clerical and administrative duties for the Maintenance Department. Support employees as internal customers by providing timely, accurate assistance as needed. Supports corporate desired state by monitoring costs.

DUTIES AND RESPONSIBILITIES:

• Answer telephones, handling calls or taking messages and forwarding information to the appropriate person, in accordance with Ward’s standards on telephone etiquette.

• Draft and prepare all correspondence as needed in an accurate, neat and timely manner.

• Draft and/or assemble articles, edit and distribute Ward’s Shop Talk, Linehaul Hotline and Driving Force monthly newsletters on a timely basis. Draft and/or assemble articles for other company newsletters.

• Responsible for data entry of fuel tickets, warranty and components.

• Perform all other clerical duties as required.

• Complete all paperwork and records in an accurate and timely manner.

• Oversee the filing of repair orders.

• Type invoices for billing Ward Corp., Forward Logistics, Ward Truckload Express, LLC, Hertz Rental and Ward Enterprise for the repairs done by Ward Trucking and for oil purchased during the month.

• Prepare outside invoices.

• Fully support all technologies and processes, introduced by Ward, that are intended to improve efficiencies and/or the customer experience. Support would include adherence to training programs, guidelines and processes associated with these systems.

REQUIREMENTS:

• Must be able to work well with other employees and customers.

• Must have proficient clerical and computer skills.

• Must have good analytical skills.

• Must have excellent verbal and written communication skills and knowledge of telephone etiquette.

• Must maintain a good work ethic and be able to work without direct supervision.

• Must be able to work required, set hours.

• Must be willing to participate in training classes given by or requested by the company.