Secretary

Job Summary :

Performs a variety of moderate to complex administrative and secretarial support functions for a department or program Director and assigned staff.

Essential Functions : as defined under the Americans with Disabilities Act, may include, but are not limited to, the following tasks, duties, knowledge, skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents in this class.

ESSENTIAL DUTIES AND RESPONSIBILITIES generally include the following :

• Maintains calendars, arranges meetings, meeting sites and handles other logistical requirements. Provides and recommends training. Coordinates, schedules, prioritizes and assigns tasks and projects. Establishes performance measures, goals, objectives and priorities. Evaluates work performance. Provides feedback, direction and guidance. Advises personnel of new or revised information, supervises office clerk in maintenance office.
• Performs a variety of clerical, secretarial and administrative functions for department staff. Schedules a variety of meetings, conferences, interviews, inservices, workshops, and other activities. Makes travel arrangements and processes financial documents. Drafts and prepares correspondence following directions of supervisor. Maintains schedule of appointments. Sends and receives correspondence and memoranda. Compiles policies and procedures for the District, department or program. Places, screens and forwards telephone calls for the department and supervisor.
• Prepares agendas, presentations and informational packets for Board, inservices and committee meetings, training and conferences. Coordinates a variety of ad hoc or special projects, legal issues, fiscal responsibilities and cost analyses for proposed projects. Supervises office assistant.
• Compiles cost analysis related to employee issues. Tracks absences, Industrial injuries, and return to work releases. Maintains and tracks records of funds collected and deposited. Sets up requisitions and purchase orders. Orders, maintains, stores and distributes office supplies. Obtains estimates and arranges orders for printing and copying.
• Schedules interviews, conducts reference checks, processes payroll actions.
• Researches and responds to inquiries from staff, vendors, contract providers, contractors, parents, students and the community. Maintains, updates, and creates files, records and databases for assigned program or department. Processes and monitors a variety of confidential agreements, contracts, and applications.
• Performs other duties as assigned or required.

KNOWLEDGE AND SKILLS :

MINIMUM QUALIFICATIONS : A High School Diploma or GED, AND two years of experience in a professional office; OR any equivalent combination of experience and / or education from which comparable knowledge, skills and abilities have been achieved.

OTHER REQUIREMENTS :