What are the responsibilities and job description for the Central Office Secretary position at Dothan City?
This is a 12-month position. This person is expected to have the following qualifications as is written in the DCS Job Description Manual: High school diploma or equivalent. Three (3) years secretarial experience. Must meet background clearance requirements as specified by Alabama statutes and State Board of Education regulations. Perform all duties associated with the attached job description. See full descriptions below:
Central Office Secretary
QUALIFICATIONS:
- High school diploma or equivalent.
- Three (3) years secretarial experience.
- Must meet background clearance requirements as specified by Alabama statutes and State Board of Education regulations.
SALARY LEVEL: 12
FLSA STATUS: Non-Exempt
REPORTS TO: Designated Director
TERMS OF EMPLOYEMENT:
Salary and benefits shall be paid consistent with the system’s approved compensation plan. Length of the work year and hours of employment shall be those established by the system.
DUTIES AND RESPONSIBILITIES:
- Provide secretarial services for the programs under administrators’
- Relieve administrators of clerical details, operations and administrative matters when assigned.
- Perform public relations functions with department heads, officials, personnel and visitors.
- Coordinate meetings, conferences, and appointments.
- Take and transcribe dictation of correspondence.
- Prepare and maintain a variety of complex records, reports, and purchase orders.
- Establish and maintain a thorough knowledge of system policies and procedures pertaining to assigned areas of responsibility.
- Route incoming mail to appropriate persons.
- Take notes in matters of concern and report findings to administrators in order to communicate what developments have occurred.
- Process and compile materials for meetings and maintain official records as assigned.
- Arrange and notify personnel for attendance at meetings.
- Communicate effectively with the public, staff members, students, parents, administrators and other contact persons using tact and good judgment.
- Maintain confidentiality regarding school/workplace matters.
- Model and maintain high ethical standards.
- Demonstrate initiative in the performance of assigned responsibilities.
- Maintain expertise in assigned areas.
- Participate successfully in the training programs offered to increase skill and proficiency related to assignment.
- Participate in cross-training activities as required.
- Keep Director informed of potential problems or unusual events.
- Respond to inquiries and concerns in a timely manner.
- Exhibit interpersonal skills as an effective team member.
- Demonstrate support for the school system and its goals and priorities.
- Demonstrate initiative in identifying potential problems or opportunities for improvement.
- Extract data and generate reports using computer software applications.
- Answer routine non-technical questions and refer other questions to proper department.
- Direct visitors to proper offices and provide routine information.
- Post/record and file correspondence and reports.
- Assumes other reasonable and equitable job-related duties as assigned by the immediate Director.
KNOWLEDGE, SKILLS AND ABILITIES:
- Considerable knowledge of the operations and functions of the school system.
- Ability to use of business English, spelling, grammar, and punctuation.
- Knowledge of the principles and practices of administrative secretarial work, including writing, editing, and publishing communications.
- Ability to interpret rules, regulations, and policies, and to use mature judgment in making decisions.
- Ability to establish and maintain effective and professional working relationships with administrative staff and the public.
- Knowledge of basic computer operations.
- Ability to work with and without supervision.
- Ability to greet and deal with visitors.
- Physical and emotional ability a dexterity to perform required work and move about as needed in a fast-paced, high-intensive work environment.
EVALUATION:
Performance of this job will be evaluated in accordance with provisions of the Board’s policy on evaluation of personnel.
SOURCE: Dothan City Schools, Dothan, Alabama
Salary Schedule:
