Administrative Secretary
: Job Details :

Administrative Secretary for Student Services Department QUALIFICATIONS:

Must comply with all employment criteria legally established by the Lee County Board of Education.

A high school diploma or General Education Development (GED) and one of the following:

Completion of 48 semester hours, at an accredited college or university; OR

An associate or higher degree from an accredited college or university with at least 64 semester hours of study or two years of coursework; OR

Receipt of a passing score on the ACT WorkKeys Assessment

Experience as a secretary, receptionist, or comparable clerical position in accordance with performance responsibilities is preferred.

Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

Background Check Required: (HB 402 ACT 99-361 Alabama Legislature) Upon offer of employment, employees will be required to submit legible fingerprints for a background review by the Alabama Bureau of Investigation and the Federal Bureau of Investigation. REPORTS TO: Director of Student Services FLSA Status: Nonexempt JOB GOAL: Performs a variety of routine and complex secretarial and clerical duties in assisting the Human Resources Department. Aids in the management and administration of district services in a variety of complex and confidential administrative duties. Required Knowledge, Skills and Abilities:Knowledge of:

• Format and organization of correspondence, reports, and written directives.
• Modern office practices, procedures, and equipment.

Skill in:

• Operating a personal computer and other common office machines.

• Be highly proficient with computers, particularly with MS Office (all products including Word, Excel, Power Point and Outlook) and utilize various applications, including running reports, spreadsheets and mail merges.

Ability to:

• Act independently and logically to implement policies of supervisor.

• Consistently carry out tasks in a highly organized manner.

• Compose correspondence from fragmentary instructions.
• Interpret and make decisions in accordance with laws, regulations, and established policies.
• Work cooperatively with other Lee County Board of Education employees and the public.
• Communicate orally, in the English language, with employees and the public in face-to-face one-on-one settings, in group settings, or using a telephone.
• Comprehend and make inferences from written material.
• Learn job-related material primarily through oral instruction and observation. This learning takes place mainly in an on-the-job training setting.
• Enter data or information into a PC or other keyboard device.
• Sort, separate, arrange, file or distribute incoming mail, products or material in prescribed manner.
• Produce written documents with clearly organized thought using proper sentence construction, punctuation, and grammar.
• Remain in a sitting position for extended periods of time.

• Participate as a highly motivated team player.

• Work safely without presenting a direct threat to self or others.

Essential Duties and Responsibilities Applicable to All Employees:

• Attend on a regular and predictable basis.
• Complete assigned tasks in a safe manner and in a constant state of alertness.
• Uphold Board policies, including the anti-harassment program.
• Work in a cooperative manner with students, teachers, staff, supervisors, and the public.
• Work effectively and efficiently under time and productivity standards.

ESSENTIAL FUNCTIONS:

Serve in the capacity of district office reception with teachers, students, parents, board of education members, and others on behalf of district administration;

Receive and route all incoming calls;

Assist with the substitute management program, time management program, and volunteer background screening program;

Follow up with incident reports by communicating with school nurse and maintain the district incident/occurrence file, and distribute board of adjustment documents as needed.

Performs a wide variety of complex and confidential secretarial tasks for an administrator;

Carry out routine office duties, including reception duties, in a professional manner.

Schedules and coordinates appointment calendars for one or more administrators;

Responds to sensitive requests for information and assistance;

Coordinates the flow of paperwork including periodic and special reports between departmental heads and various schools;

Maintains/oversees the maintenance of departmental administrative files;

Operates a variety of office equipment incidental to clerical and secretarial duties;

Talks with citizens making complaints or requesting service in person or by telephone, providing necessary information and following through on the resolution of problems;

Keeps supervisor informed of details affecting office management decisions;

Reviews incoming correspondence, drafting responses on matters for which authority has been delegated;

Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Follow attendance, punctuality and proper dress rules.

Maintain confidentiality regarding school/workplace matters.

Model and maintain high ethical standards.

Demonstrate initiative in the performance of assigned responsibilities.

Maintain expertise in assigned area.

Participate successfully in the training programs offered to increase skill and proficiency related to assignment.

Keep supervisor informed of potential problems or unusual events.

Respond to inquiries and concerns in a timely manner.

Exhibit interpersonal skills to work as an effective team member.

Demonstrate support for the school system and its goals and priorities.

Demonstrate initiative in identifying potential problems or opportunities for improvement.

Perform any other pertinent assignment to assist in the efficiency and effectiveness of the Central Office.

Assists other departments with duties when administrative assistant is absent.

Any other duties as assigned by Superintendent or Director.

Essential 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. Work is essentially sedentary. Sustained data entry function could cause carpal tunnel syndrome and/or eye strain. Ordinary care and precaution are required. The employee must frequently lift and/or move a minimum of 20 pounds and occasionally lift and/or move a minimum of 25 pounds. Specific vision abilities required by this job include Close vision, Distance vision, Depth perception and Ability to adjust focus. While performing the duties of this job, the employee is frequently required to communicate effectively in English, using proper grammar and vocabulary, stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance and talk or hear. ENVIRONMENTAL DEMANDS: The environmental demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Exposure to a variety of childhood and adult diseases and illnesses. Occasional exposure to a variety of weather conditions. Exposure to heated/air conditioned and ventilated facilities. Exposure to a building in which a variety of chemical substances are used for cleaning, instruction, and/or operation of equipment. Function in a workplace that is usually moderately quiet but that can be noisy at times.TERMS OF EMPLOYMENT: This twelve month contract is (242 days). Salary is based on the current salary schedule. Work hours are Monday - Friday from 7:30 am to 4:30 pm, less one hour lunch.EVALUATION: Performance of this job will be evaluated in accordance with provisions of the Board's policy on evaluation of Support Personnel.