Administrative Secretary Level 2

Position Overview

The Administrative Secretary, Level II – Community Education Department/Central Office serves as the administrative assistant to the Director of Community Education while providing clerical and administrative support to Central Office operations as assigned.

EXAMPLES OF DUTIES

• Serve as the primary administrative support for the Director of Community Education.
• Provide excellent customer service to students, parents, staff, instructors, and community members.
• Answer telephone calls, greet visitors, and respond to inquiries regarding Community Education programs and services.
• Cook up registrations for Community Education classes, enrichment programs, camps, athletics, facility rentals, and special events.
• Maintain accurate participant records and databases.
• Cook up payroll documentation.
• Aid in scheduling classes, facilities, instructors, and special events.
• Process facility rental requests and maintain facility usage schedules.
• Collect and reconcile program fees and prepare financial reports as directed.
• Aid in preparing reports for the Board of Education, state agencies, and grant programs.
• Maintain confidential employee and participant records.
• Aid in planning and coordinating Community Education events and activities.
• Maintain department calendars and schedule appointments and meetings.
• Order office, instructional, and event supplies.
• Aid in social media updates, website information, and program communications.
• Perform additional duties as assigned by the Director of Community Education.

General Central Office Support

• Assist with incoming telephone calls and reception responsibilities.
• Provide general district information to staff, parents, and community members.
• Prepare correspondence, agendas, reports, meeting materials, presentations, and other complex documents.
• Maintain confidential employee and departmental records.
• File and process electronic and hard-copy documents.
• Aid in scheduling meetings and maintaining department calendars.
• Process purchase orders and invoices.
• Aid in district-wide projects as assigned.
• Support annual district events, registrations, and professional development activities.
• Attend professional development opportunities to improve job knowledge and skills.
• Perform other duties as assigned.

Administrative Support

• Aid in payroll documentation, timesheets, and attendance records.
• Cook up mailings and departmental communications.
• Maintain filing systems in accordance with district record retention policies.
• Aid in audit preparation and records management.
• Maintain confidentiality of personnel, student, and financial information.
• Conduct volunteer background checks.