Secretary II - 7771 - Bus Garage
Secretary II - 7771 - Bus Garage
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Job Description
LOCAL DISTRICT CLASSIFICATION PLAN
SUMMARY CLASS TITLE: SECRETARY II
This is a full time 261 day 7.5 hr/day position.
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.
Secretary II Continued Page 2
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.
Secretary II Continued Page 3
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.
Employment Type
Full-Time
