A website (any website) cannot serve documents from a local computer so somewhere and somehow they need to be uploaded to the web - but they don't have to be uploaded to Moodle directly as those documents - they could be uploaded somewhere else on the net and then linked as urls
The easiest way might be to store the documents in an online system that the secretary has access to - something like dropbox and then rather than upload the document to Moodle, link it as a url. (I do like dropbox myself as it keeps a version history as well - it has saved me once or twice!!!). Also dropbox folders can be shared with different people having permissions on them so that anyone with those permissions could edit the document if needed. If your school/college/etc has issues over data-protection and not wanting documents on external servers (unlikely if you are putting them on the net anyway?) then you may be able to set up a web-dav system to do a similar thing from an internal (but web-facing) host.
I'm sure there are other ways of doing this, but that seems to me to be a fairly straightforward solution if I have understood your needs correctly - others on the forum may have other (and better) ideas too, perhaps someone with a better understanding of moodle built in repository systems.