Administrative Secretary - Purchasing and Distribution

Essential Functions

• Compiles data from a variety of sources (e.g. work orders, budget reports, specialized reports, personnel records, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
• Captures a variety of projects, functions and/or program components (e.g. meetings, in-service events, travel and accommodations, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, employee records, financial records, reports, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Maintains a wide variety of activities on behalf of assigned Administrator (e.g. account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates.
• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Prepares a variety of documents (e.g. correspondence, agendas, minutes, event programs, bulletins, reports, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for assigned administrator.
• Processes documents and materials (e.g. time sheets, work orders, requisitions, travel reimbursements, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
• Responds to a variety of inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information or direction and/or facilitating communication among parties.
• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.

Other Functions

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Skills, Knowledge and Abilities (Minimum Qualifications)

• Operating standard office equipment including pertinent software applications.
• Preparing and maintaining accurate records.
• Business telephone etiquette.
• Concepts of grammar and punctuation.
• Office practices and procedures.
• Communicating with diverse groups.
• Displaying tact and courtesy.
• Maintaining confidentiality.
• Setting priorities.
• Being attentive to detail.
• Establishing and maintaining effective working relationships.
• Working as part of a team.
• Working with frequent interruptions.