Secretary II - 7771

LOCAL DISTRICT CLASSIFICATION PLAN

SUMMARY CLASS TITLE: SECRETARY II

BASIC FUNCTION:

Perform advancedlevel secretarial duties for a Directorlevel administrator of a major District function requiring independent judgment and analysis; plan organize and coordinate office activities and communications to relieve the administrator of routine administrative and clerical details.

DISTINGUISHING CHARACTERISTICS:

Secretary II incumbents report to a Directorlevel administrator with responsibilities for overall program administration of a large complex District function and perform administrative assistance duties. Secretary I incumbents report to a District coordinator specialist or other administrator having responsibility for a program of smaller size complexity and impact and perform responsible administrative assistance duties.

REPRESENTATIVE DUTIES:

• Serve as secretary to a Districtlevel Director or administrator of a large complex program or function; plan organize and coordinate activities to relieve the administrator of routine clerical details.
• Interview and screen callers and visitors including students teachers administrators parents vendors and the public and provide information or direct to appropriate personnel; provide detailed and technical information concerning District policies procedures and established regulations.
• Communicate with parents and District personnel on confidential or sensitive issues; screen incoming calls to gather and exchange information.
• Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos bulletins letters and notices; prepare Board agenda items and related materials as assigned; compose correspondence or prepare from rough draft.
• Coordinate enrollment of elementary and secondary school students; during summer months process and register students for fall classes; coordinate the interdistrict transfer of students into and out of the District; coordinate registration of foreign students into District schools and assure proper immigration documents are completed.
• Type a variety of items including interoffice communications requisitions forms letters special projects legal documents and other materials; establish modify and maintain project and confidential filing systems.
• Train and provide work direction to other clerical personnel as assigned.
• Research and compile information and compute statistical data for federal State and District reports and special projects as assigned.
• Schedule meetings conferences and appointments for the Director; maintain Directors calendar; arrange for conference rooms and refreshments; arrange and schedule travel accommodations as necessary.

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REPRESENTATIVE DUTIES continued:

• Assist in the maintenance of department budgets; enter data into computer to charge appropriate accounts; review invoices requisitions and purchase orders for accuracy completeness and compliance with department and District policies; inspect and verify accuracy of District financial reports with office records; research and resolve discrepancies as needed.
• Review or prepare a variety of materials and documents including financial documents invoices inventory records and statistics; order supplies and materials and prepare purchase orders; assure adequate forms and supplies to support office operations.
• Attend a variety of meetings; prepare and send out notices of meetings; collect and compile information for meetings projects and workshops; prepare and distribute minutes.
• Take and transcribe dictation of letters reports bulletins meetings and memoranda as required; transcribe materials from dictation equipment as required; provide secretarial and clerical assistance to other staff as necessary.
• Maintain a variety of complex personnel records time sheets lists files and records including confidential materials.
• Compile data for budget; post and maintain budget and financial records of a variety of programs; monitor account balances and record expenditures.
• Receive open and screen incoming mail and independently compose replies according to established procedures.
• Operate a variety of office equipment such as typewriter computer terminal FAX machine copier and calculator.
• Coordinate communications between supervisor and other District staff and the public.
• Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• Modern office practices procedures and equipment.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• District organization operations policies and objectives.
• Organization rules regulations and programs related to an assigned office or function.
• Operation of a computer terminal and data entry techniques.
• Software applications used by the District including word processing and spreadsheets.
• Financial and statistical recordkeeping techniques.
• Basic budget monitoring and control.
• Telephone techniques and etiquette.
• Financial and statistical recordkeeping techniques.
• Correct English usage grammar spelling punctuation and vocabulary.
• Interpersonal skills using tact patience and courtesy.

ABILITY TO:

• Perform advancedlevel secretarial duties requiring independent judgment and analysis.
• Plan organize and coordinate office activities and communications to relieve the Director of routine administrative and clerical details.
• Work independently with little direction.

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ABILITY TO continued:

• Type at an acceptable rate of speed.
• Analyze situations accurately and adopt an effective course of action.
• Compose independently or from oral instructions letters memos bulletins or other material.
• Read interpret apply and explain rules regulations policies and procedures.
• Maintain records and prepare reports.
• Communicate effectively both orally and in writing.
• Meet schedules and time lines.
• Add subtract multiply and divide quickly and accurately.
• Establish and maintain cooperative and effective working relationships with others.

EDUCATION AND EXPERIENCE:

Any combination equivalent to: high school diploma G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and three years of increasingly responsible secretarial and clerical experience.

LICENSES AND OTHER REQUIREMENTS:

Some positions in this class may be required to take and transcribe shorthand at an acceptable rate of speed.