Administrative Secretary

Summary: To perform highly skilled and responsible secretarial work in support of a principal, supervisor, manager, or specialist; and to assist with office and routine administrative duties.

This individual demonstrates the use of cost-effective procedures in fiscal management and confers with his/her supervisor when making budget related decisions.

This individual assists management in making decisions that may have a great impact on others. However, most of the decisions made are discussed with the Supervisor prior to implementation.

• Perform administrative duties within the clerical support system; recommend improvements in workflow, procedures and use of equipment and forms.
• Operate standard office machines such as typewriters, photocopiers, duplicating machines, telephones, calculators and computers.
• Type, proofread and word process a variety of documents including general correspondence, agendas, reports and memos from rough draft or verbal instruction.
• Assist in a variety of department operations; perform special projects and assignments as requested prepare reports; gather, assemble and summarize information and data.
• Coordinate special programs in support of department activities; records and forms; distribute materials by school system staff, school site personnel and the general public.
• Maintain accurate and detailed records, verify accuracy of information, research discrepancies and record information.
• Prepare, collate and distribute routine summary reports and mailings.
• Maintain calendars of department activities, meetings and various events; coordinate activities with other departments, the public and outside agencies.
• Prepare various billings for payment; research and review reports and supporting documents; obtain proper approvals; prepare checks or submit bills for processing.
• Schedule appointments and prepare for meetings.
• Utilize positive human relation skills to interact with teachers, assistant principals, administrators, other staff, students and parents in fulfilling requests for assistance as appropriate.
• Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures and practices relating to assigned responsibilities; respond to routing or general information, inquiries or requests; refer others to appropriate personnel.
• Exercise judgment in policy explanations.
• Accurately completes data entry assignments.
• Open, sort and distribute incoming mail
• Determine mail priority for supervisor.
• Order, store and issue supplies and materials pertinent to the function to which assigned; maintain office supply inventory records.
• Tracks Furniture and Equipment (F&E) inventory.
  

• May assist in training and monitoring the work of temporary secretaries or student assistants; may assist in providing training to clerical staff as appropriate.
• Performs related as assigned.

• High School Diploma or G.E.D. with Secretarial Coursework
• 2 years secretarial experience.

• Associate degree
• Secretarial experience in a school setting

Licensing / Certification Requirements: N/A