Job Description: SECRETARY - DEPARTMENT DIRECTORSJob Title:Secretary - Department DirectorDuty Days:226Reports to:DirectorPay Grade:5Dept/School:As AssignedPay Schedule:ParaprofessionalWage/Hour:Non-ExemptDate Revised:9/2020Primary Purpose:Under general supervision, organize and manage the routine office activities of an administrative department and provide clerical services to the department head and other staff members. Ensure efficient operation of department administrative office.Qualifications:Education/Certification:
- High School diploma or GED
Special Knowledge/Skills:
- Proficient typing, word processing, and file maintenance skills
- Effective organizational, communication, and interpersonal skills
- Ability to use personal computer and software to develop spreadsheets, databases, and do word processing
- Knowledge of basic accounting principles
- Demonstrate proficiency in handling matters of highly confidential nature
- Must possess personal qualities related to respect for the rights and confidentiality of others
Experience:
- One to three years' secretarial experience, preferably in public education environment
Major Responsibilities and Duties:Records, Reports, and Correspondence:
- Prepare written correspondence forms, schedules, or reports using personal computer.
- Prepare instructional materials, meeting agendas, communication as requested, using personal computer.
- Maintain a log of visitors to department
- Maintain department calendar of events
- Schedule meetings and appointments and maintain calendar for department head
Reception and Phones:
- Assist directors, staff, teachers, and parents as needed
- Receive incoming calls, take reliable messages, and route to appropriate staff
Files:
- Maintain physical and computerized files including inventory of office supplies, mailing lists, visitor logs, and office communication.
- Update department related policy manuals, and other documents as assigned
Accounting and Inventory:
- Receive, store, and issue supplies and equipment
- Perform routine bookkeeping tasks including simple arithmetic operations to assist in maintaining department budgets
Professional Conduct
- Demonstrates ability to remain calm and withstand pressures
- Flexible to changes in routine and adapts quickly to changing situations
- Reliable and responsible attendance and punctuality
- Demonstrates respect, courteous to peers and visitors and assist fellow workers willingly
- Avoid speaking ill of the district and district personnel
Other:
- Sort, distribute, or deliver mail and other documents
- Maintain confidentiality
- Demonstrate flexibility to change in routine and adapt quickly to changing situations
- Demonstrate respect, courteous to peers, visitors and assist fellow workers willingly
- Report to work in a timely manner according to assigned schedule
- Perform other duties as assigned by the supervisor or other administrator that are consistent with general requirements and qualifications for the position
Supervisory Responsibility:
WORKING CONDITIONS:Mental Demands/Physical Demands/Environmental FactorsThe 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.
- Tools/Equipment Used: Standard office equipment including personal computer and peripherals; printer, copier, fax machine, shredder, calculator, telephone, electronic mobile devices, projector and display monitor
- Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
- Motion: Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching
- Vision Abilities: Close vision and color vision
- Lifting: Occasional light lifting and carrying (10-50 pounds)
- Environment: Frequent districtwide travel; occasional statewide travel
- Mental Demands: Work with frequent interruptions; maintain emotional control under stress; able to work with demands of deadlines