Secretary II

POSITION SUMMARY

A Secretary II provides secretarial and administrative support for departmental administrators. The individual in this position is required to have a thorough knowledge of District, State and Federal regulations that pertain to their specific department. This position will interact with other department administrators, principals, staff, teachers and parents on a regular basis. He/she may maintain departmental budgets and have responsibility for preparing reports associated with these budgets. The individual in this position will be required to exercise independent decision-making abilities and make decisions within parameters established with department administrators.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide support to the departmental administrator(s), including, but not limited to, word processing routine correspondence, confidential evaluations, student suspension and discipline information, and screening and handling incoming telephone calls.
• Provide support for financial functions of program budget(s), including grants and any other special funding available to the program. This position will be responsible for monitoring budget status, including salaries, and ensuring that expenditures are kept within budgeted amounts.
• Maintain administrator(s) calendars and schedule appointments, meetings, etc.
• Responsible for the preparation and set up assistance for on-site and off-site district meetings.
• Maintain student files.
• Prepare purchase orders, timesheets, reimbursements, travel requests, and other documents related to the financial function.
• Collect data for and prepare required District, State, and/or Federal reports.
• Support Administrators using district software in requesting vacancy postings and recommendations for hiring staff. This includes preparation, tracking, and adjustments for human resources and/or payroll records.
• Manage program database, including, but not limited to, data collection, data input, sorting data, and preparation of reports.
• Manage itinerant staff's licensure for State funding.

Other Responsibilities

• Greet students, staff, parents, community members, and other visitors upon their entrance to the building. Also answer incoming telephone calls, provide accurate information, direct calls to others, and take messages.
• Assist with health room coverage when nurse is not available to include caring for ill children, complete accident reports, administering medications, and providing first aid.
• May periodically supervise students who, for a variety of reasons, are visiting the department or office area.
• Multilingual staff member may be asked to translate within their scope of work.

Required Qualifications

• High school diploma or equivalent
• One (1) year of secretarial and or administrative experience

Additional Requirements

• Proficiency with Microsoft Word, Excel, Power Point
• Database Management
• Positive evaluations

Preferred Qualifications

• Basic knowledge of the District's Integrated Financial Accounting System
• Basic knowledge of the District's student information system
• Basic knowledge of the District's application system

Condition Of Employment

• Criminal background clearance
• Work scheduled hours on a consistent basis

Knowledge Of School Board Policies And Procedures

• Microsoft WORD and EXCEL
• Publishing software
• Willingness and the ability to gain a high level of proficiency

Physical Demands

• Regularly stand and walk
• Sit for extended periods of time
• Use hands for repetitive grasping and pushing/pulling
• Sometimes squat, kneel, and use hands for fine manipulation
• Occasionally lift/carry up to 5 pounds
• Frequently lift/carry up to 15 pounds
• Occasionally lift/carry a maximum of 25 lbs.
• Push/pull a maximum weight of 200 pounds

Work Environment

• Indoor conditions
• Near video display
• Moderate noise level
• Frequent interruptions and demanding deadlines
• Frequent dealing with angry and distraught employees and community members

Work Schedule

This position typically works 3.25 hours per day, Monday through Friday.

Reporting Relationship

This position reports to and is evaluated by building administrator or designee. This position receives some direction and setting of priorities from the Office Manager/Executive Administrative Assistant.

Representation

• Federal Way Education Association - Education Support Professionals (FWEA-ESP)

Level Of Compensation

Level 5 on the FWEA-ESP Salary Schedule

Classification History

• Updated 7/2016
• Updated FWEA ESP job review 11/2019

Disclaimer

The preceding list is not exhaustive and may be supplemented as necessary. The statements contained herein reflect general details as necessary to describe the principal functions of this job, the scope of responsibility and the level of knowledge and skills typically required, but should not be considered an all-inclusive listing of work requirements, skills or duties so classified. All personnel may be required to perform duties outside their normal responsibilities from time to time as needed. All employment open positions are made available on a nondiscriminatory basis without regard to race, color, creed, religion, sexual orientation, national origin, gender, age, disability or veteran status. Job descriptions are written as a representative list of the ADA essential duties performed by the entire classification. They cannot include, and are not intended to include, every possible activity and task performed by every specific employee.