Job Title: Special Programs/Campus Secretary Exemption Status/Test: Nonexempt

Reports to: Principal/Director Date Revised: 7/16/2024

Dept./School: Campus/District

Primary Purpose:

Organize and manage the routine work activities of the designated office and provide clerical services to the director and other staff members.

Qualifications:

Education/Certification:

High school diploma or GED

Valid Texas Driver’s License

Special Knowledge/Skills:

Ability to comprehend instructions, correspondence, and memos

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals

Ability to compute rate, ratio, and percent

Ability to carry out instructions furnished in written, oral, or diagram form

Ability to deal with problems involving several variables

Proficient typing, word processing, and file maintenance skills

Must be able to use a computer, printer, copier, fax machine, and calculator

Ability to use software to develop spreadsheets, databases, and to word process

Effective organizational, communication, and interpersonal skills Knowledge of accounting principles

Experience:

Three years of experience in a secretarial position, preferably in a public education setting

Major Responsibilities and Duties:

Records, Reports, and Correspondence

• Provide administrative assistance, office and clerical support for the Director of Special Programs and campus principal.
• Prepare correspondence, memorandums, requisitions, and reports for the office.
• Compile pertinent data as needed when preparing various state, federal, and local reports.
• Compile and report time records, including leave requests and reports, and complete payroll data reports.
• File, maintain, and retrieve physical and computerized departmental documents, records and reports by developing and utilizing filing and retrievals systems.
• Input staff information in computer.
• Maintain supply inventory and order supplies as needed.
• Order all supplies for department and special education classrooms with knowledge of purchasing and bidding procedures.
• Follow up on orders to include verifying delivery, invoicing, and the input of all supply and purchase information into the data management system.
• Plan and schedule meetings, conferences, training, teleconferences and travel for management and staff.
• Maintain a schedule of appointments and make arrangements for conferences and interviews.
• Assist in the preparation and processing of contracts.

Reception and Phones

• Receive and direct incoming calls, take reliable messages, and route to appropriate staff.
• Receive, sort, and distribute mail, messages, documents, and other deliveries.

Other

• Assist with planning, preparation, and setup of faculty meetings, campus activities and special events.
• Provide clerical assistance as needed including assisting with the scheduling of appointments.
• Compile, maintain, and file all reports, records, and other documents as required.
• Maintain confidentiality.
• Follow district safety protocols and emergency procedures.
• Perform other such tasks that may be assigned by the principal/director

Supervisory Responsibilities:

None

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Multi-line phone system; standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.