Senior Secretary Administrative (Specialized Instruction and Early Intervention)

JOB SUMMARY
As Lead Secretary performs responsible and complex secretarial duties in support of the work of a director and members of the professional staff. Answers and screens telephone calls visitors mail and correspondence; handling a variety of detailed procedural requirements including the development and maintenance of an electronic student tracking system; composing and typing correspondence and related transmittal documents; establishing and maintaining detailed office records comprehensive student database and confidential files; planning organizing and managing various district and community events; establishing relationships with community partners and sponsors. Requires the incumbent to have a detailed knowledge of the department/division; and to promote good relations with administrators school staff outside agencies and the general public. May assign instruct distribute and coordinate the work of other secretarial staff in the division. Handles both MOI and SchoolFunds.

Additional Work Days/Hours
Based on the assignment the following additional work days and/or hours may be required as needed:

• Ability to work flexible schedules
• Evenings/Nights
• Extended hours
• Overtime as needed

ESSENTIAL DUTIES/RESPONSIBILITIES

• Serves as secretary to a director and members of the professional staff. Answers and screens telephone calls visitors mail and correspondence. Analyzes and categorizes mail in order of priority and importance.
• Keeps Directors calendar. Schedules appointments. Makes necessary travel arrangements. Creates composes and types correspondence and related transmittal documents for the Director and members of the staff.
• Establishes compiles and maintains confidential records/files such as correspondence evaluations reclassifications budget drafts or related matters. Maintains records and student database necessary for the preparation of reports applications and proposals. Develops and maintains electronic student tracking system to ensure a seamless delivery of educational services.
• Prepares agendas for staff meetings. May attend staff and conference meetings. Prepares minutes as required.
• Maintains department inventory budget time sheets leave slip forms payroll travel or other records as assigned. Prepares reports and other documents for distribution as directed. Prepares purchase orders maintains financial records and receives deliveries.
• As Lead Secretary coordinates and has authority to maintain flow of secretarial services for user department insuring telephone coverage and completion of assigned projects. Provides regular back-up assistance to other office personnel/functions when absences or workload mandates.
• Coordinate and oversee all aspects of event planning and execution including logistics budgeting scheduling and vendor management to ensure successful and engaging experiences. Collaborate with internal teams and external partners to secure venues permits and necessary resources while ensuring compliance with safety and regulatory requirements.
• Establish and maintain relationships with community organizations businesses and stakeholder to enhance community meetings events and activities and develop strategies to leverage opportunities for collaboration and involvement.
• Supervise and guide clerical staff in their daily tasks to ensure efficiency and accuracy in administrative functions. Implement effective office procedures and policies while providing ongoing support and development opportunities for staff to enhance their skills and performance.
• Develop and implement initiatives to boost staff morale and foster a positive work environment through team-building activities recognition programs and wellness initiatives. Encourage open communication and promote a culture of inclusivity respect and collaboration to improve job satisfaction.
• 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.
• Other: business or secretarial school training preferred.

Experience

• Four (4) years progressive diversified secretarial and/or administrative experience two (2) years of which were at the Administrative Secretary II level required.

Knowledge Skills Abilities and Other Characteristics

• Ability to use school based computer applications.
• Ability to train instruct assign coordinate and supervise the work of other clerical office personnel.
• Knowledge of Board of Education and school operations policies and procedures.
• Knowledge of modern office practices and procedures bookkeeping business English spelling and arithmetic.
• Ability to maintain confidential and important operating records.
• Strong communication skills both verbal and written with the ability to engage diverse audiences.
• Ability to exercise initiative tact and good judgment in dealing with Board of Education personnel contractors and/or outside agencies and the general public.
• Ability to manage human and material resources efficiently to achieve goals.
• Strong project management skills with the ability to plan execute and evaluate initiatives Excellent organizational skills with attention to detail and the ability to prioritize tasks effectively.
• 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 pre-employment 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
Lead Worker Duties/Responsibilities

• Trains employees.
• Directs the work of employees.
• Maintains records.
• Provides feedback to assist the supervisors assessment of the employees performance.
• Plans the work.
• Instructs employees in specific techniques and technical methods to use.
• Performs same type of work as employees the Lead Worker is assigned to lead.

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

VR# 26100

Required Experience:

Senior IC