What are the responsibilities and job description for the Confidential Secretary B position at The School District of Philadelphia?
Job Description
Job Summary
Serves as lead personal secretary to administrators at salary grades 4034 and 4035. Manages unique and sensitive secretarial duties of a difficult or specialized nature. Composes correspondence, interacts with departmental managers and administrators on the behalf of an administrative superior, and performs a variety of administrative clerical functions.
Essential Functions
- Handles all mail and correspondence for administrative superior including confidential documents; prepares correspondence for signature of superior; reads all incoming correspondence; routes items not requiring superior's attention to appropriate parties and / or composes responses.
- Schedules appointments and meetings for superior; coordinates schedules with meeting participants and arranges accommodations; prepares and disseminates when necessary, materials for meetings including agendas and hand-outs.
- Makes arrangements for conferences, meetings, and appointments.
- Responds to public inquiries on the telephone and in person; explains School District policies and procedures; researches various issues which may involve contacting internal and external sources; coordinates activities between functions / departments to facilitate problem resolution.
- Keeps informed of the location and actions of the administrator to provide notice of matters of an urgent nature.
- Prepares a variety of confidential reports.
- Prepares various forms including accounting and fiscal statements, records and vouchers.
- Performs incidental general office / secretarial duties such as, but not limited to, word processing, faxing and copying; maintains mail log and incoming and outgoing telephone log.
- Maintains updated and accurate files of general correspondence and business documents; completes personnel requisition forms.
Other Functions
Qualifications
Minimum Requirements
Title : Confidential Secretary B
Knowledge, Skills and Abilities
o the operation and maintenance of standard office equipment.
o the English language usage, spelling, and grammar.
o office practices and procedures.
o word processing software applications.
o spreadsheet software applications.
o type from a clear copy at a speed of not less than 60 net corrected words per minute.
o perform varied mathematical computations accurately and quickly.
o perform secretarial and clerical duties with speed and accuracy.
o review and proofread information.
o plan, organize and direct activities of clerical staff.
o follow written and verbal instructions.
o communicate effectively, both orally and in writing.
o establish and maintain effective working relationships.
Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
