Primary Purpose:

Under moderate supervision organize and manage the routine work activities of the department office and provide clerical support to the director of department and other staff members.

 

Qualifications/Education/Certification:

High school diploma or GED; Acceptable score on the district administered “Literacy Test”

 

Special Knowledge/Skills:

• Proficient skills in keyboarding, data entry, word processing, and file maintenance
• Ability to use software to develop spreadsheets and databases and do word processing
• Ability to prioritize workflow to address the multiple needs of the supervisor or the department
• Ability to multi-task numerous complex administrative activities
• Basic math skills
• Effective organizational, communication, and interpersonal skills

Experience:

2 years of secretarial experience

 

Duties & Responsibilities:

• Prepare correspondence, forms, manuals, schedules, and reports for the director of department/campus and  staff members.
• Prepare recruitment and new-hire packets.
• Prepare executive level interview process including interview preparation, background checks, scheduling, and reference checks.
• Process and receive criminal history record information, references, and other application materials.
• Assist with maintenance of information in employee database.
• Compile, maintain, and file all reports, records, and other documents as required including preparing various federal, state, and local reports.
• Perform routine bookkeeping for the department and assist with the preparation of the department budget.
• Maintain invoices and bills
• Assist with the preparation of purchase orders and payment authorizations.
• Order, receive, store, and issue supplies and equipment.
• Assist with processing work orders and request for the department
• Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
• Greet visitors and assist employees and applicants with completing applications and required paperwork.
• Maintain a schedule of appointments and assist with scheduling interviews and meetings.
• Make meeting arrangement for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
• Make travel arrangements for department.
• Receive, sort, and distribute mail and other documents to department staff.
• Maintain confidentiality of information.
• Assist department staff as needed.
• Assist with employee relations.
• Assist with employee recruitment and retention.
• Perform other duties as assigned by supervisor

Professional Conduct:

• Maintain professional interactions with staff, parents, community and visitors.
• Demonstrate the ability to remain calm and withstand pressures.
• Demonstrate flexibility to change in routine and adapt quickly to changing situations.
• Demonstrates respect, courteous to peers and visitors and assist fellow workers willingly.
• Avoid gossip, or speaking badly about the district and district personnel.                   

Supervisory Responsibilities:

None

 

Equipment Used:

Multi-line phone system, personal computer, typewriter, printer, copier, fax machine, and calculator

 

Working Conditions:

Physical Demands/Mental Demands/Environmental Factors:

The working conditions described 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 and expectations.

 

Regularly sit, talk or hear; frequently required to use hands to finger, handle, or feel; frequent repetitive hand motions; prolonged use of computer; occasionally lift and/or move up to 10-25 pounds; occasionally required to stand, walk reach with hands and arms; vision abilities include close vision; and color vision, regularly work with frequent interruptions, maintain emotional control under stress; the noise level is usually moderate. The employee may spend long hours in intense concentration which requires attention to detail and high levels of accuracy.  There are a number of deadlines associated with this position, which may cause significant stress.  The employee must also deal with a wide variety of people on various issues.