| Description |
Primary Purpose:
Organizes and manages the routine work activities of an administrative department office and provides clerical services to the department head and other staff members.
Education / Certification:
- High School Diploma or GED is required.
- Bachelor’s Degree is preferred.
Special Knowledge / Skills:
- Effective communication and interpersonal skills.
- Strong typing and editing skills.
- Strong skills in word processing, presentation software, spreadsheets, and file maintenance, specifically in Microsoft 365 (Word, Excel, PowerPoint, Teams, and Google Suite).
- Ability to keep confidential information.
- Ability to make independent decisions.
- Ability to communicate with the general public and assist parents/guardians.
- Strong organizational skills and the ability to plan ahead with little direction.
- Ability to use personal cell phone, computer, and software.
Experience / Other Requirements:
- Three years of secretarial experience with extensive contact with the public is required.
- Five years of secretarial experience with extensive contact with the public is preferred.
- Experience in a public education environment is preferred.
- Personal cell phone is required to handle district related business, including after hours, or when away from the office on district business.
Major Responsibilities and Duties:
- Demonstrated positive customer service skills.
- Demonstrated written and oral communication.
- Demonstrated ability to work independently and as a team.
- Sensitivity to needs of patrons, parents, and employees.
- Maintains high degree of discretion dealing with confidential information.
- Assists with various department operations as requested and as responsibilities permit, including, but not limited to, preparing reports and assisting with projects.
- Maintains appropriate interpersonal interactions with peers, employees, and patrons.
- Prepares and publishes notes from the District Instructional Leadership Team (DILT), the District Educational Improvement Council (DEIC) meetings, and other meetings as assigned.
- Prepares and publishes notes from the Director meetings and the Curriculum and Instructional Design Team meetings.
- Types, proofreads, copies, files, and distributes all letters, documents, memos, and other communications for the department and administrators.
- Orders supplies for the department.
Records, Reports, and Correspondence
- Prepares correspondence, forms, reports, etc. for the department head and other department staff members.
- Maintains records and files.
- Maintains monthly reports as requested.
- Compiles pertinent data as needed when preparing various state and local reports.
- Maintains physical and computerized departmental files.
Accounting
- Performs routine bookkeeping preparation tasks, including simple arithmetic operations, for the department.
- Assists the Staff Accountant and team members with the preparation of purchase orders and payment authorizations.
Other
- Answers incoming calls, takes reliable messages, and routes to appropriate staff.
- Maintains a schedule of appointments and makes travel arrangements as requested.
- Receives, sorts, and distributes mail and other documents to department staff.
- Responsible for properly maintaining district records, adhering to all policies set forth by the district for records maintenance and learning the records retention schedule for department records.
- Performs other duties as assigned.
Supervisory Responsibilities:
None.
Equipment Used:
Personal computer and all other standard office equipment.
Working Conditions:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Works with frequent interruptions, maintains emotional control under stress.
- Repetitive hand motions.
- Prolonged use of phone/computer.
- Ability to lift a minimum of 20 pounds if required.
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