Non Instructional/Support Services - Position - Clerical - School-Based 12 Month Job Number 460####### Start Date Open Date 10/21/2024 Closing Date 11/22/2024 Summary: To perform highly skilled and responsible secretarial work in support of a principal, supervisor, manager, or specialist; and to assist with office and routine administrative duties.This individual demonstrates the use of cost-effective procedures in fiscal management and confers with his/her supervisor when making budget related decisions.This individual assists management in making decisions that may have a great impact on others. However, most of the decisions made are discussed with the Supervisor prior to implementation.Essential Duties: (These duties represent a sample and may vary by position.)
- Perform administrative duties within the clerical support system; recommend improvements in workflow, procedures and use of equipment and forms.
- Operate standard office machines such as typewriters, photocopiers, duplicating machines, telephones, calculators and computers.
- Type, proofread and word process a variety of documents including general correspondence, agendas, reports and memos from rough draft or verbal instruction.
- Assist in a variety of department operations; perform special projects and assignments as requested prepare reports; gather, assemble and summarize information and data.
- Coordinate special programs in support of department activities; records and forms; distribute materials by school system staff, school site personnel and the general public.
- Maintain accurate and detailed records, verify accuracy of information, research discrepancies and record information.
- Prepare, collate and distribute routine summary reports and mailings.
- Maintain calendars of department activities, meetings and various events; coordinate activities with other departments, the public and outside agencies.
- Prepare various billings for payment; research and review reports and supporting documents; obtain proper approvals; prepare checks or submit bills for processing.
- Schedule appointments and prepare for meetings.
- Utilize positive human relation skills to interact with teachers, assistant principals, administrators, other staff, students and parents in fulfilling requests for assistance as appropriate.
- Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures and practices relating to assigned responsibilities; respond to routing or general information, inquiries or requests; refer others to appropriate personnel.
- Exercise judgment in policy explanations.
- Accurately completes data entry assignments.
- Open, sort and distribute incoming mail
- Determine mail priority for supervisor.
- Order, store and issue supplies and materials pertinent to the function to which assigned; maintain office supply inventory records.
- Tracks Furniture and Equipment (F&E) inventory.
- May assist in training and monitoring the work of temporary secretaries or student assistants; may assist in providing training to clerical staff as appropriate.
- Performs related as assigned.
Education and Experience:Minimum
- High School Diploma or G.E.D. with Secretarial Coursework
- 2 years secretarial experience.
Desired
- Associate degree
- Secretarial experience in a school setting
Licensing / Certification Requirements: N/A# of Jobs 1.00 Additional Job Information Knowledge / Skills / Abilities:
- Knowledge of modern office practices, procedures, and methods, including the use of standard office machines pertinent to assigned operations
- Knowledge of business letter writing and basic report preparation
- Knowledge of techniques of organizing and collecting data
- Knowledge of English usage, spelling, grammar and punctuation
- Ability to learn and apply School System policies and procedures
- Ability to learn and effectively use computer hardware and software applicable to assignment
- Ability to perform responsible clerical and secretarial work with speed and accuracy
- Ability to summarize clearly, concisely and accurately minutes of meetings and proceedings
- Ability to maintain complete records and compile accurate reports
- Ability to compose correspondence independently
- Ability to type and enter data at a speed necessary for successful job performance
- Ability to take and transcribe dictation at a speed necessary for successful job performance
- Ability to operate standard and specialized office machines and equipment applicable to assigned operations
- Ability to assist in monitoring a budget
- Ability to work effectively in the absence of supervision
- Ability to understand and follow oral and written instructions
- Ability to communicate effectively, both orally and in writing
- Ability to establish and maintain cooperative working relationships with those contacted in the course of work
Physical Requirements:
- Skills requiring repetitive motor coordination with walking/sitting; lifting/carrying; pushing/pulling and fingering/typing hearing most (5 to 8 hours) of a normal work shift
- Required to exert physical effort ; crawling/kneeling; standing; bending/stooping; and reaching part (up to 4 hours) of a normal work shift in extremely heavy objects
- Occasionally (less than 2 hrs./shift) climbing/balancing; running; grasping/twisting; rarely coming in contact with hazardous materials
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