Administrative Secretary I - 7762 - Student Services

This is a full-time position; 215 days per school year; 7.5 hrs/day (for 2025-2026 school year)

ADMINISTRATIVE SECRETARY I

Perform a wide variety of specialized and responsible secretarial and administrative support duties for an Assistant Superintendent Executive Director or other high-level administrator; organize and coordinate office activities and communications to assist the administrator with assigned functional areas of responsibility.

DISTINGUISHING CHARACTERISTICS:

Administrative Secretary I incumbents perform specialized and responsible secretarial and administrative support duties for an Assistant Superintendent Executive Director or other high-level administrator. Administrative Secretary II incumbents perform specialized and responsible secretarial and administrative support duties for a Deputy Superintendent or other high-level Cabinet administrator.

REPRESENTATIVE DUTIES:

• Perform a wide variety of specialized and responsible duties independently in support of functions delegated to an assigned Assistant Superintendent Executive Director or other high-level administrator; interpret and apply rules and regulations as appropriate; perform duties to assist the administrator with administrative detail as appropriate.
• Coordinate communication between the administrator and District personnel students educational institutions vendors other outside organizations and the public; obtain and provide information coordinate activities and resolve problems.
• Research review check correct and compile a variety of information; verify data for accuracy completeness and compliance with established procedures; input and retrieve computerized data in computer systems as required.
• Prepare and maintain a variety of records logs and files including information of a confidential nature; maintain confidentiality of information and records.
• Schedule meetings conferences and appointments for assigned administrator; maintain administrators calendar; arrange travel accommodations as necessary.
• Compile information and data for a variety of reports; organize type and print reports and other written materials related to assigned office functions.
• Respond to requests for information from students staff and the general public regarding District programs policies procedures and regulations.
• Type a wide variety of materials such as correspondence reports contracts forms applications memoranda and other documents.
• Take and transcribe dictation of minutes letters and memoranda including materials of a confidential nature as required by the position; prepare correspondence and memoranda independently or from oral instructions.
• Operate a computer terminal and microcomputer to maintain records and generate reports lists and other materials; utilize word processing and other software as required.
• Receive process and route mail; order issue and maintain department supplies forms and equipment.
• Train and provide work direction to departmental clerical support staff as assigned; monitor office workflow and assure compliance with established time lines procedures and standards of quality.
• Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• Modern office practices procedures and equipment.
• Record keeping and report writing techniques.
• Correct English usage grammar spelling punctuation and vocabulary.
• District organization operations policies and objectives.
• Oral and written communication skills.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• Interpersonal skills using tact patience and courtesy.
• Telephone techniques and etiquette.
• Operation of a computer terminal and a variety of other office equipment including typewriter calculator copiers and dictation equipment.

ABILITY TO:

• Perform secretarial and administrative assistance duties.
• Read interpret apply and explain rules regulations policies and procedures.
• Type at an acceptable rate of speed.
• Take and transcribe dictation at an acceptable rate of speed.
• Work independently with little direction.
• Establish and maintain effective working relationships with others.
• Meet schedules and time lines.
• Prepare reports by gathering and organizing data from a variety of sources.
• Work confidentially with discretion.
• Analyze situations accurately and adopt an effective course of action.
• Communicate effectively both orally and in writing.
• Work efficiently with many interruptions.
• Operate a variety of office equipment including computer terminals calculator typewriter copiers and dictation equipment.
• Make arrangements for meetings and conferences.
• Maintain a variety of files records and logs.
• Plan and organize work.
• Provide work direction to others as assigned.

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 four years of responsible secretarial experience involving the use of word processing and record-keeping software.