Bilingual Secretary (26-27) Canup ECC

Assigned Primary Purpose:

Under moderate supervision, organize and manage the routine work activities of a central administrative department office and provide clerical support to a director or department head and other staff members.

Qualifications

• Education/Certification: High school diploma or GED
• Special Knowledge/Skills:
  • Proficient skills in keyboarding, data entry, word processing, and file maintenance
  • Ability to use software to develop spreadsheets and databases and do word processing
  • Ability to prioritize workflow to address the multiple needs of the supervisor or the department
  • Basic math skills
  • Effective communication and interpersonal skills
• Experience: 1-2 years secretarial experience

Major Responsibilities And Duties

• Records, Reports, and Correspondence:
  • Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.
  • Compile, maintain, and file all reports, records, and other documents as required.
• Accounting:
  • Perform routine bookkeeping tasks and maintain department budget records.
  • Prepare and process department purchase orders and payment authorizations.
  • Order and maintain inventory of office supplies and program equipment.
  • Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.
• Other:
  • Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
  • Maintain a schedule of appointments and make travel arrangements for department staff.
  • Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
  • Receive, sort, and distribute mail and other documents to department staff.
  • Maintain confidentiality of information.
  • Follow district safety protocols and emergency procedures.

Supervisory Responsibilities

None.

Mental Demands/Physical Demands/Environmental Factors:

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress