Administrative Secretary II

CLASS TITLE:  ADMINISTRATIVE SECRETARY II

ESSENTIAL FUNCTION: 

      Perform a wide variety of specialized and responsible secretarial and administrative support duties for an Assistant Superintendent or other high-level administrator; organize and coordinate office activities and communications to assist the Assistant Superintendent, or other administrator with assigned functional areas of responsibility.

DISTINGUISHING CHARACTERISTICS:

      Administrative Secretary II incumbents perform specialized and responsible secretarial and administrative support duties for an Assistant Superintendent or other high-level administrator. 

BASIC REPRESENTATIVE DUTIES:

• Implement all rules and regulations, policies and administrative guidelines as adopted by the Board of Education.

• Perform a wide variety of specialized and responsible duties independently in support of functions delegated to an Assistant Superintendent or other high-level administrator; interpret and apply rules and regulations as appropriate; perform duties to assist with administrative detail as appropriate.

• Coordinate communication between the Assistant Superintendent and District administrators, personnel, students, educational institutions, vendors, other outside organizations and the public; obtain and provide information, coordinate activities and resolve problems.

• Research, review, check, correct and compile a variety of information; verify data for accuracy, completeness and compliance with established procedures; input and retrieve computerized data in computer systems as required.

• Prepare and maintain a variety of records, logs and files including information of a confidential nature; maintain confidentiality of information and records.

• Schedule meetings, conferences and appointments for the Assistant Superintendent and District administrators; and maintain calendar and arrange travel accommodations as necessary for the Assistant Superintendent  or other District administrators.

• Compile information and data for a variety of reports; organize, type and print reports and other written materials related to assigned office functions.

• Coordinate and compile Board Agenda materials.

• Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations.

• Type a wide variety of materials such as correspondence, reports, contracts, forms, applications, memoranda and other documents.

• Take and transcribe dictation of minutes, letters and memoranda, including materials of a confidential nature as required by the position; prepare correspondence and memoranda independently or from oral instructions

• Operate a computer terminal and microcomputer to maintain records and generate reports, lists and other materials; utilize word processing and other software as required.

• Receive, process and route mail; order, issue and maintain department supplies, forms and equipment.

• Train and provide work direction to departmental clerical support staff as assigned; monitor office workflow and assure compliance with established time lines, procedures and standards of quality.

• Perform related duties as assigned.

• Remain at work during the entire workday unless excused by immediate supervisor or designated representative.

• Maintain a professional appearance.

• Incorporate the use of technology in daily tasks.

• Maintain regular attendance.

• Adhere to the professional Code of Ethics.

   

  KNOWLEDGE AND ABILITIES:

   

        KNOWLEDGE OF:

• Modern office practices, procedures and equipment.

• Record keeping and report writing techniques.

• Correct English usage, grammar, spelling, punctuation and vocabulary.

• District organization, operations, policies and objectives.

• Oral and written communication skills.

• Applicable sections of Kentucky Administrative Regulations and other applicable laws.

• Interpersonal skills using tact, patience and courtesy.

• Telephone techniques and etiquette.

• Operation of a computer terminal and a variety of other office equipment including typewriter, calculator, copiers and dictation equipment.

      ABILITY TO:

• Perform secretarial and administrative assistance duties.

• Read, interpret, apply and explain rules, regulations, policies and procedures.

• Type at an acceptable rate of speed.

• Take and transcribe dictation at an acceptable rate of speed.

• Work independently with little direction.

• Establish and maintain effective working relationships with others.

• Meet schedules and time lines.

• Prepare reports by gathering and organizing data from a variety of sources.

• Work confidentially with discretion.

• Analyze situations accurately and adopt an effective course of action.

• Communicate effectively both orally and in writing.

• Work efficiently with many interruptions.

• Operate a variety of office equipment including computer terminals, calculator, typewriter, copiers and dictation equipment.

• Make arrangements for meetings and conferences.

• Maintain a variety of files, records and logs.

• Plan and organize work.

• Provide work direction to others as assigned.

   

   

  EDUCATION AND EXPERIENCE:

   

      Any combination equivalent to:  high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and five years of responsible secretarial experience involving the use of word processing and record-keeping software.

LICENSES AND OTHER REQUIREMENTS:

            Some positions in this classification require the ability to take and transcribe dictation.

TERMS OF EMPLOYMENT:

Salary and work year to be established by the Board.

EVALUATION:  Performance of this job will be evaluated in accordance with provisions of the Board’s policy on Evaluation of Classified Personnel.

Salary : $24