Job Title: District Level Secretary - General (12 month)

Department: Transportation

Pay Grade: C130

FLSA Status: Non-Exempt

Reports to:  Director of Transportation

GENERAL PURPOSE

Responsible for providing a wide variety of complex and confidential administrative and secretarial support to the assigned administrator(s); conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities.

ESSENTIAL JOB FUNCTIONS

• Perform a variety of office and clerical work for administrators and staff.
• Address routine matters requiring research, investigation or analysis, and knowledge of departmental matters on behalf of assigned leaders and the department.
• Maintain confidentiality as required by Board of Education policy and/or state and federal law.
• Understand system wide, departmental and divisional organizations and applicable policies and procedures affecting department operations.
• Support the operations of the facility or department as directed by the supervisor.
• Perform general clerical functions such as scheduling, copying, faxing, data entry, filing, mail, etc.
• Receive and greet visitors, interact professionally and courteously, providing exceptional service.
• Communicate effectively with staff, parents, students, and patrons of the district.
• Manage telephone systems, answering, screening, transferring, and responding to calls and inquiries.
• Coordinate events and meetings for assigned leaders and department.
• Maintain work area in good order with needed materials, information, and resources.
• Compile and maintain current facility and district information providing reference information.
• Support and enforce building safety procedures.
• Participate in meetings, trainings, workshops, professional learning etc. conveying and/or gathering information required to perform job functions.
• Perform other duties as required / assigned.

QUALIFICATIONS AND REQUIREMENTS

Education and Experience

• High School Diploma or its equivalent.
• Minimum of four (4) years of job related experience with increasing levels of responsibility is required.

Certificates, Licenses and Other Special Requirements

• Must pass a Criminal Background Clearance, the results of which must be satisfactory to the District, required.

Knowledge, Skills, and Abilities

• Knowledge of basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems.
• Knowledge based competencies required to satisfactorily perform the functions of the job include accounting/bookkeeping principles; business telephone etiquette; common office machines; and concepts of grammar and punctuation; and office methods and practices.
• Skill to perform multiple, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions.
• Skill based competencies required to perform the functions of the job, including operating standard office equipment; performing standard bookkeeping; preparing and maintaining accurate records; and using pertinent software applications.
• Ability to analyze situations to define issues and draw conclusions.
• Ability to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment.
• Ability to work with others under a wide variety of circumstances; working with data utilizing defined but different processes; and operate equipment using defined methods.
• Ability to work with diverse individuals and/or groups; work with data of widely varied types and/or purposes; and utilize job-related equipment.
• Ability to analyze issues and create action plans.
• Ability to collaborate and communicate effectively with internal and external stakeholders.
• Ability to apply critical thinking/problem solving to improve work processes.
• Ability to maintain confidentiality; set priorities; meet deadlines and schedules; work with detailed information; and adapt to changing priorities.
• Ability to set high expectations for self and others; set and monitor progress toward goals; and utilize and offer effective feedback for continuous improvement.
• Ability to work as part of a team; adapt to changing priorities; and apply logical processes and analytical skills.

Working Conditions and Physical Requirements

• Work environment is primarily inside, where the noise and temperature levels are moderate.
• The work is sedentary work that requires exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force to move objects.
• Must possess the physical ability to perceive the nature of sounds, make rational decisions through sound logic and deductive processes, express or exchange ideas by the spoken word, substantial movements (motions) with the hands, wrists, and/or fingers, and discern letters or numbers at a given distance.
• Additionally, the following physical abilities are required: balancing, climbing, crawling, crouching, feeling, grasping, handling, hearing, kneeling, manual dexterity, mental acuity, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity and walking.