Secretary: Administrative II (Digital Media and Learning Services Office)

Title Code:

Secretary: Administrative II

JOB SUMMARY
Performs responsible secretarial duties in support of the assigned area including but not limited to: Acting as secretary to the immediate supervisor answering and screening telephone calls receiving and distributing mail and correspondence; keeping the supervisors calendar; preparing correspondence and reports scheduling appointments preparing charts graphs and performing desktop publishing tasks establishing accurate subjectmatter files records lists etc. in accordance with the requirements of the immediate supervisor and the professional staff taking responsible followup action needed to complete work assignments.

ESSENTIAL DUTIES/RESPONSIBILITIES

• Serves as secretary to the immediate supervisor and members of the professional staff. Answers and screens telephone calls and visitors.
• Schedules appointments; Gathers documents files and/or background materials; necessary for the appointments.
• Schedules and arranges meetings/conferences preparing necessary material.
• Receives reads and screens incoming mail correspondence reports memos announcements etc. Independently handles those not requiring the attention of immediate supervisor.
• Establishes and maintains subjectmatter files records lists or other such bookkeeping/file maintenance systems in accordance with the needs of the office/department. Exercises initiative in establishing or revising such records and files to meet future needs.
• Composes letters memoranda instruction notices or other such routine transmittals on a variety of subjects relative to the functions and programs of the office/department.
• Prepares a variety of letters summaries or other such correspondence pursuant to the form and desired arrangement of the immediate supervisor.
• May attend meetings to take minutes preparing and distributing as appropriate.
• Assembles and prepares information/data calculates figures and prepares routine or periodic reports lists or documents; or coordinates and supervises the preparation and completion of such items.
• Operates a variety of office machines and equipment. Orders and maintains an ample amount of office supplies and materials.
• Prepares purchase orders receives supplies/material/equipment receives and processes invoices and ensures proper payment.
• Works in collaboration with the budget office on issues related to department budget.
• Assists in record keeping and tracking of documentation in support of budget/grants.
• Maintains good public relations with other departments and school districts.
• May maintain documentation related to staff payroll and leave.
• Assists in conducting research related to specific tasks and projects.
• Performs other related duties as assigned within the same classification or lower.

MINIMUM QUALIFICATIONS
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• High School Diploma or Equivalency Certificate required.
• Some College Level Courses in business or secretarial school training preferred.

Experience

• Three (3) years progressive diversified secretarial and/or administrative experience two (2) years of which were at the Administrative Secretary I level required;
• Or an equivalent combination of education and experience which provides the required knowledge skills and abilities deemed sufficient to prepare the applicant to successfully perform the duties of the position.

Knowledge Skills Abilities and Other Characteristics

• Considerable knowledge of Board of Education organization and operations policies and procedures.
• Thorough knowledge of modern office practices and procedures bookkeeping business English spelling and arithmetic.
• Ability to exercise initiative and good judgment in the timely execution of delegated administrative responsibilities.
• Ability to exercise curtesy tact and cooperation in dealing with Board of Education personnel contractors and/or outside agencies and the general public.
• Ability to use schoolbased computer applications and/or financial information management systems.
• Ability to communicate effectively both orally and in written form with colleagues staff administrators and the general public.
• Ability to operate various office equipment such as calculator copier fax printer etc.
• Ability to maintain confidentiality and security of operating records files and materials.
• Demonstrated ability to effectively work and communicate with diverse populations.
• Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing Microsoft Office Suite Word Excel Outlook and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires a minimum score on a preemployment assessment is required.

Licenses and Certifications
Employee must retain active licenses certifications and enrollment as a condition of employment.

• N/A

Driving Requirements

• N/A

LEADERSHIP ROLE

• N/A

PHYSICAL DEMANDS/WORKING CONDITIONS
The physical demands and working conditions 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.

Physical Demands

• Standing: under 1/3 percent of the time
• Walking: under 1/3 percent of the time
• Sitting: between 1/3 and 2/3 percent of the time
• Keyboarding: between 1/3 and 2/3 percent of the time
• Talking: between 1/3 and 2/3 percent of the time
• Hearing: between 1/3 and 2/3 percent of the time
• As required by the duties and responsibilities of the position.

Vision
The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job.

• No special vision requirements

Work Environment
Location

• Office school or similar indoor environment: over 2/3 percent of the time

Noise Level

• Moderate: between 1/3 and 2/3 percent of the time

Weight & Force
Lifting and carrying requirements

• None:

Travel Requirements

• N/A

JOB INFORMATION

ORGANIZATION

HR JOB INFORMATION

SG09

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