What are the responsibilities and job description for the Department Secretary, Strategic Alignment and Integration position at Region 4 Education Service Center?
Classification: Support Staff
Exemption Status/Test: Non-exempt
Job Grade: 4
Department: Strategic Alignment and Integration
Reports To: Director
Job Goal:
Provide secretarial assistance for an orderly, efficient, and professional office atmosphere in support of the ESC’s goals and objectives.
Qualifications:
Education:
- High school diploma or GED
Experience:
- Three years of experience as a secretary/office manager or 60 hours of college credit in lieu of experience
Special Knowledge and Skills:
- Advanced proficiency in the use of software packages related to office operations
- Excellent organizational, interpersonal, and communication skills
- Excellent attention to detail
- Ability to handle and prioritize multiple tasks
- Ability to exercise initiative, decision-making, and maintain confidentiality
Major Responsibilities:
Division Support
- Collaborate with division-wide secretarial staff to set timelines and prioritize assignments.
- Identify and implement initiatives to improve the efficiency of the division’s clerical workflow.
Director Support
- Serve as the first point of contact for customers regarding department’s products and services.
- Assist in preparing applications, contracts, amendments, transfer, and monthly and year-end reports.
- Collect information and data and organize into tables and graphs
- Create and maintain requests for leave, service agreements, department calendar, and contact information.
- Prepare correspondence and reports as instructed
- Support the director in maintaining an effective and professional office environment.
Department Responsibilities
- Proofread service agreements and accompanying file for ISO forms and accuracy before submitting to Director to begin approval process and scheduling process.
- Receive, review, and submit requests from department requiring Director’s approval, such as and not exclusive to professional development session handouts, printing requests, requests for leave, time and effort, and technical assistance.
- Process requisitions, expense forms, direct pays, invoices, purchase orders, and interdepartmental bills; verify all have been assigned to the correct budgets and ensure all necessary paperwork is included.
- Assist department with travel arrangements.
- Keep office organized, maintain adequate supplies, and maintain current files in an electronic format, according to ISO procedures.
- Set up new employees with computer, phone, directories, and provide instructions for office protocol.
- Provide technical assistance and services as specified by any applicable federal grant that funds this position.
Supervisory Responsibilities:
None
Physical Demands/Environmental Factors/ Mental Demands:
Frequent use of standard office equipment; prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting; repetitive hand motions (keyboarding and use of mouse); occasional light lifting and carrying (less than 15 pounds); may work prolonged and irregular hours; work with frequent interruptions; maintain emotional control under pressure.
