Secretary

Position Title: Administrative Secretary
Supervisor: Director of Maintenance
Term of Employment: 12 months
Salary Classification: 13

Job Summary: Performs a variety of moderate to complex administrative and secretarial support functions for a department or program Director and assigned staff.

Essential Functions: as defined under the Americans with Disabilities Act may include but are not limited to the following tasks duties knowledge skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents in this class.

ESSENTIAL DUTIES AND RESPONSIBILITIES generally include the following:

• Maintains calendars arranges meetings meeting sites and handles other logistical requirements. Provides and recommends training. Coordinates schedules prioritizes and assigns tasks and projects. Establishes performance measures goals objectives and priorities. Evaluates work performance. Provides feedback direction and guidance. Advises personnel of new or revised information.
• Performs a variety of clerical secretarial and administrative functions for department staff. Schedules a variety of meetings conferences interviews inservices workshops and other activities. Makes travel arrangements and processes financial documents. Drafts and prepares correspondence following directions of supervisor. Maintains schedule of appointments. Sends and receives correspondence and memoranda. Compiles policies and procedures for the District department or program. Places screens and forwards telephone calls for the department and supervisor.
• Prepares agendas presentations and informational packets for Board inservices and committee meetings training and conferences. Coordinates a variety of ad hoc or special projects legal issues fiscal responsibilities and cost analyses for proposed projects.
• Compiles cost analysis related to employee issues. Tracks absences Industrial injuries and return to work releases. Maintains and tracks records of funds collected and deposited. Sets up requisitions and purchase orders. Orders maintains stores and distributes office supplies. Obtains estimates and arranges orders for printing and copying.
• Schedules interviews conducts reference checks processes payroll actions.
• Researches and responds to inquiries from staff vendors contract providers contractors parents students and the community. Maintains updates and creates files records and databases for assigned program or department. Processes and monitors a variety of confidential agreements contracts and applications.
• Performs other duties as assigned or required.

KNOWLEDGE AND SKILLS:

• Knowledge of applicable Federal state county and city statutes rules regulations ordinances and PUSD policies and procedures.
• Knowledge of the principles of customer service general office operations business office management and records and database management.
• Knowledge of the principles of Business English grammar spelling and preparation of correspondence.
• Knowledge of the principles of bookkeeping accounting and grant fund accounting.
• Skill in reading interpreting understanding and applying relevant Federal state and PUSD rules regulations policies and procedures.
• Skill in creating preparing and managing a variety documents and reports for distribution.
• Skill in assigning and reviewing the work of volunteers and assigned staff.
• Skill in establishing and maintaining effective working relations with co-workers vendors students parents the general public and others having business with the school district.
• Skill in operating a personal computer utilizing a variety of hardware software applications and peripheral office equipment.

MINIMUM QUALIFICATIONS: A High School Diploma or GED AND two (2) years of experience in a professional office; OR any equivalent combination of experience and/or education from which comparable knowledge skills and abilities have been achieved.

OTHER REQUIREMENTS:

• Must possess or obtain an Arizona IVP Fingerprint Clearance Card.
• Must be able to pass a background clearence check.
• May be required to work outside normal working hours.
• May be required to possess and maintain a valid Arizona driver license.
• Must be able to keyboard (type) 60 WPM