Secretary

Department Secretary

Position Purpose

Under the direct supervision of a School Department Head, to provide a wide variety of complex and confidential administrative and secretarial support, communicating information to school district employees, students, parents, and others as required, and to assist in ensuring compliance of department/program activities with legal, administrative and District policy requirements.

Essential Functions:

• Composes documents (e.g., correspondence, bulletins, reports) for Department Head or other Department staff for the purpose of requesting or providing information, confirming events, etc.
• Prepares, copies, and distributes notices, memoranda, or other correspondence for the purpose of informing school employees, students, parents, and others regarding activities, events, or other work-related matters.
• Assists in coordinating Department activities and functional responsibilities related to subject areas over which the Department has oversight.
• Attends Department and other related meetings as assigned for the purpose of conveying and/or gathering information required to perform functions.
• Assists in maintaining the daily/weekly/monthly calendar of the Department Head for the purpose of coordinating the scheduling of work-related appointments, activities, meetings, etc.
• Assists in planning and scheduling department events and activities and maintaining calendar of department events.
• Assists in overseeing the workload of the Department Head for the purpose of maximizing efficiency and meeting operational requirements.
• Assists in maintaining documents, files, and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Answers telephone calls and provides information and assistance to callers.
• Serves as liaison with outside organizations related to department activities and work.

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the department.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment

Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Travel Requirements

Limited travel to and from meetings may be required.

Knowledge, Skills, and Abilities

• Ability to describe problems and work orally or in writing to supervisor as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply, and divide, and perform arithmetic operations as needed for position.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint, the Internet, Outlook, electronic mail).
• Ability to problem solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees, and others.
• Organizational and time management skills.
• Knowledge of office management procedures.
• Knowledge of laws and regulations, District policies and procedures, principles, guidelines, and best practices related to department (e.g., Pupil Services, Human Resources, Facilities and Business).

Physical and Mental Demands, Work Hazards

• Works in standard office and school building environments.
• Ability to work outdoors during outdoor student activities.

Qualification Profile

Hence providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:

• Graduation from high school.
• College level course work in business, word processing, and office procedures preferred.
• Associate or bachelor’s degree preferred.
• Successful experience with office management in related area preferred.

FLSA Status: Non-exempt