Administrative Secretary III

Essential Duties And Responsibilities

• Oversee day-to-day operations of the department including answering and screening phone calls, directing inquiries to appropriate party, receiving visitors, students and staff; responding to inquiries about the school or a specific school program, identifying sensitive issues and bringing them to the immediate attention of the designated supervisor.
• Aid with budget process and ensures compliance for all expenditures.
• Manage administrative functions, including preparing correspondence, memos, newsletters, reports, developing recordkeeping systems, bulletins, Board reports, forms and prepares special reports and helps staff as required.
• Serve as liaison between staff and community, including screening complaints, communicating District and school policies and procedures, and providing follow-up as required.
• Cookordination and ensure the department records required documents.
• Oversee collection and verification of staff attendance and timesheets and obtain approval for any overtime requests.
• Perform on-line requisitioning for all areas. Follow-up on orders placed, resolve problems and verify receipt of items. Monitor and inventory supplies.
• Under the direction of the Directors, assist in developing operating procedures and guidelines for effective and efficient operations of the office.
• Assist with scheduling and implementation of special projects and events.
• Establish and maintain good rapport with students, employees, community members and vendors.
• Maintain a high level of ethical behavior and confidentiality.

Education/Certification

• High School Diploma or GED.
• Associate’s degree in Business, Management, or related field preferred.

Experience

• Three (3) years of advanced administrative support experience involving frequent contact with the public.
• Experience in finance, purchase orders, invoicing and accounts payable.

Computer Skills

• Competency in computer literacy and Excel.

Knowledge

• Standard practices, methods and materials of assigned work.
• Techiques and methods for organizing, prioritizing and monitoring work.
• Business math concepts.
• Filing and record-keeping principles.
• Applicable federal, state and local laws, codes, regulations.
• Occupational hazards and applicable safety principles and practices.
• Uses and properties of supplies and equipment.
• Customer service principles.
• Modern office technology.

Skills

• In Composing and maintaining basic original documents including reports, and correspondence.
• Performing basic original research, compiling and assembling data.
• Maintaining and updating data and documentation.
• Organizing tasks, meeting deadlines and prioritizing work.
• Following directions and meeting standards.
• Providing attention to detail in assignments.
• Computer Digital literacy and Excel.
• Organizing and maintaining records and files.
• Proofreading and error correction.
• Business math computations.
• Exercising confidentiality.
• Comprehending reference books and manuals.
• Interpreting and applying applicable laws, codes, regulations and standards.
• Providing customer service.
• Utilizing a computer and relevant software applications.
• Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisors, the general public and others to sufficiently exchange or convey information and to receive work direction.

Ada And Other Requirements

• Positions in this class typically require: balancing, stooping, kneeling, crouching, reaching, standing, walking, lifting, fingering, grasping, talking, hearing, seeing and repetitive motions.
• Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move object.

Work Conditions

• Work is routinely performed in an indoor, office environment.