Department Secretary Food Service

This is a part-time position; days will vary; 3.75 hrs/day.

About the Role

Perform advanced-level secretarial duties for a Director-level administrator of a District function requiring independent judgment and analysis; plan, organize and coordinate office activities and communications to relieve the administrator of routine administrative and clerical details.

Food Service Secretary incumbents report to a Director-level administrator with responsibilities for overall program administration of a complex District function and perform administrative assistant duties. Incumbents may also report to a District coordinator, specialist, or other administrator having responsibility for a program of smaller size, complexity, and impact.

Responsibilities

• Serve as secretary to a District-level Director or administrator of a large, complex program or function; plan, organize, and coordinate activities to relieve the administrator of routine clerical details.
• Interview and screen callers and visitors, including students, teachers, administrators, parents, vendors, and the public; provide information or direct to appropriate personnel; provide detailed and technical information concerning District policies, procedures, and established regulations.
• Communicate with parents and District personnel on confidential or sensitive issues; screen incoming calls to gather and exchange information.
• Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters, and notices; prepare Board agenda items and related materials as assigned; compose correspondence or prepare from rough draft.
• Type a variety of items including inter-office communications, requisitions, forms, letters, special projects, legal documents, and other materials; establish, modify, and maintain project and confidential filing systems.
• Train and provide work direction to other clerical personnel as assigned.
• Research and compile information and compute statistical data for federal, State, and District reports and special projects as assigned.
• Schedule meetings, conferences, and appointments for the Director; maintain Director's calendar; arrange for conference rooms and refreshments; arrange and schedule travel accommodations as necessary.
• Assist in the maintenance of department budgets; enter data into computer to charge appropriate accounts; review invoices, requisitions, and purchase orders for accuracy, completeness, and compliance with department and District policies; inspect and verify accuracy of District financial reports with office records; research and resolve discrepancies as needed.
• Review or prepare a variety of materials and documents, including financial documents, invoices, inventory records, and statistics; order supplies and materials and prepare purchase orders; assure adequate forms and supplies to support office operations.
• Attend a variety of meetings; prepare and send out notices of meetings; collect and compile information for meetings, projects, and workshops; prepare and distribute minutes.
• Take and transcribe dictation of letters, reports, bulletins, meetings, and memoranda as required; transcribe materials from dictation equipment as required; provide secretarial and clerical assistance to other staff as necessary.
• Maintain a variety of complex personnel records, time sheets, lists, files, and records, including confidential materials.
• Receive, open, and screen incoming mail and independently compose replies according to established procedures.
• Operate a variety of office equipment such as typewriter, computer terminal, FAX machine, copier, and calculator.
• Coordinate communications between supervisor and other District staff and the public.
• Perform related duties as assigned.

Requirements

Knowledge Of:

• Modern office practices, procedures, and equipment.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• District organization, operations, policies, and objectives.
• Organization, rules, regulations, and programs related to an assigned office or function.
• Operation of a computer terminal and data entry techniques.
• Software applications used by the District, including word processing and spreadsheets.
• Financial and statistical record-keeping techniques.
• Basic budget monitoring and control.
• Telephone techniques and etiquette.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Interpersonal skills using tact, patience, and courtesy.

Ability To:

• Perform advanced-level secretarial duties requiring independent judgment and analysis.
• Plan, organize, and coordinate office activities and communications to relieve the Director of routine administrative and clerical details.
• Work independently with little direction.
• Type at an acceptable rate of speed.
• Analyze situations accurately and adopt an effective course of action.
• Compose independently or from oral instructions letters, memos, bulletins, or other material.
• Read, interpret, apply, and explain rules, regulations, policies, and procedures.
• Maintain records and prepare reports.
• Communicate effectively both orally and in writing.
• Meet schedules and timelines.
• Add, subtract, multiply, and divide quickly and accurately.
• Establish and maintain cooperative and effective working relationships with others.

Qualifications

Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and three years of increasingly responsible secretarial and clerical experience.

Licenses and Other Requirements

Some positions in this class may require taking and transcribing shorthand at an acceptable rate of speed.

Schedule

Part-time; 3.75 hours per day; days will vary.