Secretary to the Director of Activities

**This position is 8 hrs/day - 226 days/year.

Purpose Statement

Secretary to the Director of Activities

The job of Secretary to the Director of Activities is done for the purpose/s of providing secretarial support to a department; communicating information to staff, the public including vendors, and other districts; ensuring compliance with financial, legal and administrative requirements; and providing information and/or direction, as may be requested.

This job reports to Director of Activities

Essential Functions

Attends meetings and in-service trainings as assigned for the purpose of conveying and/or gathering information required to perform functions.

Communicates with a variety of internal and external parties (e.g. staff, other schools, parents, public, officials, other school district personnel, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.

Coordinates a variety of programs and activities (e.g. conferences, meetings, drug testing, team lodging, buses, inventories, schedules, contests/events, travel arrangements, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.

Maintains inventory of office supplies and materials for the purpose of ensuring the availability as required.

Maintains a variety of materials and files (e.g. calendars, department forms, student eligibility information, reports, drug testing, schedules, logs, etc.) for the purpose of ensuring items are available for department personnel.

Performs record keeping general and program specific clerical functions (e.g. copying, faxing, filing, reports, inventory, ordering supplies, etc.) for the purpose of supporting assigned administrator and/or site with necessary materials.

Prepares written materials (e.g. calendars, programs, reports, logs, memos, letters, correspondence, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.

Processes documents and materials (e.g. correspondence, student information, rosters, eligibility lists, budget reports, dismissal/withdrawal, etc.) for the purpose of disseminating information to appropriate parties.

Researches a wide variety of topics (e.g. student eligibility, travel/activity arrangements, current practices, policies, etc.) for the purpose of providing information for addressing a variety of administrative requirements.

Supports assigned administrative personnel, coaches and sponsors, etc. for the purpose of providing assistance with administrative functions.

Other Functions

Assists other personnel, as may be required, for the purpose of ensuring an efficient and effective work environment.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment; performing standard bookkeeping; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles; business telephone etiquette; concepts of grammar and punctuation; and safety practices and procedures.

ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; and working with frequent interruptions.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; utilization of resources from other work units is often required to perform the job's functions. There is some opportunity to impact the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 60% sitting, 10% walking, and 30% standing. This job is performed in a generally clean and healthy environment.

Experience: Education: Equivalency:

Job related experience is required. High school diploma or equivalent.

Required Testing

Certificates and Licenses

Continuing Educ. / Training

Clearances

Criminal Justice Fingerprint/Background Clearance