District Department Secretary Maintenance & Operations (8.00 hrsday) #418

GATEWAY UNIFIED SCHOOL DISTRICT

JOB DESCRIPTION: DISTRICT DEPARTMENT SECRETARY

RANGE 10

DEFINITION OF POSITION

Under supervision of the site administrator/department manager performs a variety of clerical and secretarial functions related to the assigned department.

ESSENTIAL FUNCTIONS

• Coordinates department functions to help relieve the administrator/manager of routine detail.
• Applies regulations policies and procedures to department responsibilities to assure compliance; maintains necessary documentation.
• Performs secretarial duties for the administrator/department manager.
• May coordinate and direct temporary staff as needed during periods of heavy workload.
• Schedules appointments and maintains calendar for the department; receives and distributes mail.
• Compiles information and statistical reports such as grant application and student records. Performs the necessary research to complete assigned projects.
• Performs receptionist duties; acts as a contact and reference source for the department.
• Assists with managing department budget; organizes material to monitor expenditures and maintains accurate records.
• Assists in processing employee time sheets and absences for submission to the payroll department.
• Arranges meetings including preparing agendas recording minutes distributing materials and notifying participants.
• Types from rough drafts or verbal instructions a variety of materials including schedules letters requisitions bulletins newsletters and reports.
• Manages supplies and materials pertinent to the department; maintains supply and equipment inventory electronically.
• Operates standard office machines and department equipment including computer operating systems and programs.
• Maintains a variety of complex files electronic and manual.
• Performs other related duties as assigned.

REQUIREMENTS

• Pass the General Clerical Exam administered by the district at the 60^th percentile or above.
• Type 60 net words per minute on a 5-minute timed writing (Outside certificate is acceptable).

QUALIFICATIONS

Knowledge of:

• Modern office methods and equipment including computer technology;
• English grammar spelling punctuation;

DISTRICT DEPARTMENT SECRETARY Page 2

QUALIFICATIONS (cont.)

Knowledge of:

• Automated record management and filing systems;
• Procedures pertaining to student record management;
• Receptionist and telephone techniques.

Ability to:

• Establish and maintain cooperative working relationships;
• Work with discretion and confidentiality;
• Establish and maintain accurate files and records;
• Interpret and apply legal mandates policies and regulations pertaining to department operation;
• Operate computers and utilize application software;
• Perform job assignments with numerous interruptions and work with minimal supervision;
• Understand and carry out oral and written instructions;
• Communicate effectively in oral and written form;
• Work with students and parents;
• Compose correspondence.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job the employee is regularly required to walk; sit; use hands to finger handle or feel and reach with hands and arms. The employee frequently is required to stand. The employee is occasionally required to stoop kneel crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision distance vision and peripheral vision.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EXPERIENCE AND EDUCATION

Any combination of experience and training that provides the required knowledge and skills will be considered. A typical way to obtain the required knowledge and skills are:

Experience:

• Three years of responsible clerical/secretarial experience preferably in an educational setting.

Education:

• Equivalent to completion of twelfth grade supplemented by coursework in clerical/secretarial or business related areas.