District Office Administrative I Secretary

This posting closes at 3:00 pm on the date listed above.

About the role

Provides secretarial services for the department. Assists in maintaining schedules of meetings and deadlines for the department's Technology Managers. Under the supervision of the Technology Director, the secretary is responsible for the courteous and efficient operation of the department.

Responsibilities

• Supports other work group members when needed.
• Provides organization in the office.
• Cross trains in order to perform any task required and to cover the responsibilities of other office staff as needed.
• Maintains statistical information or other data logs, spreadsheets on projects.
• Maintains a fixed asset inventory and property accounting system.
• Sorts, separates and distributes incoming mail, products or material in prescribed manner.
• Orders and maintains office supplies as needed.
• Prepares inter-office vouchers and requisitions.
• Transcribes dictation including correspondence, reports, notices and recommendations.
• Maintains a schedule of appointments and makes arrangements for conferences and interviews.
• Welcomes visitors and arranges for their needs and screens callers in accordance with predetermined policy.
• Places and receives telephone calls, records messages and redirects inquiries for proper attention.
• Helps to organize, implement and provide training on computer systems, programs and software which serves the needs of the department.
• Other duties as assigned.

Requirements

• Must have a working knowledge of all board policies and negotiated agreements including secretarial, classified, hourly, temporary and department practices.
• Requires skill in word processing (55 wpm), computer operation plus relevant software, work organization, operation of business machines, basic math, bookkeeping, oral and written communication and interpersonal relations.
• Excellent written and oral communication skills with the ability to check written communications for spelling, grammar, punctuation, correct sentence, and paragraph structure.
• Requires strong problem solving and analytical skills.
• Requires bookkeeping, budgeting, payroll and accounting skills.
• QSS and Focus skills preferred.
• Ability to deal with people in a professional manner which shows sensitivity, tact, and professionalism.
• Ability to work effectively with others in circumstances that may include some stress.
• Ability to organize work and materials.
• Ability to maintain confidentiality of district, employee and other information.
• Ability to operate a variety of office machines.
• High School diploma or equivalent.
• Type test of 55 wpm or better preferred.
• 12 months of prior full-time secretarial work experience preferred.

Decision Making

• Prioritizes own work.
• Determines quality of work done by secretarial staff.
• Determines work assignments and deadlines.
• Determines when to alert supervisor concerning potential budget overruns.
• Recommends solutions to problems to department director.
• Recommends software and other enhancements to supervisor.

Working Environment

• Standard office conditions.
• Deals with multiple supervisors.
• Works on multiple assignments with deadlines.
• Handles concerned patrons and deals with frequent interruptions.

Physical Demands

• Requires the ability to sit, stand, walk, stoop, kneel, crouch or crawl.
• Ability to reach with hands and arms, use hands to finger, handle or feel.
• Ability to talk or hear.
• Vision abilities include close vision, distance vision, color vision and ability to focus.
• Physical demands require moving and lifting supplies, equipment, etc. up to 25 pounds and occasionally lift and/or move up to 50 pounds.

Pay

Secretary Salary Schedule, Lane Placement E7.

Schedule

12 Months, non-exempt.