Senior Administrative Secretary

About the role

The Senior Administrative Secretary plays a crucial role in supporting the administrative operations of the organization. They are responsible for preparing and distributing notices and agendas, scheduling meetings and facility arrangements, setting up and delivering supplemental materials, monitoring participant attendance, and preparing and distributing minutes and follow-up actions.

Responsibilities

• Prepares and distributes notices and agendas;
• Schedules meetings and facility arrangements including equipment needs, refreshments, set-up and breakdown;
• Prepares, delivers, and sets up supplemental materials;
• Maintains budget records, including recordkeeping of expenditures;
• Maintains mileage logs, prints requisitions and telephone logs;
• Maintains and updates assigned list serves;
• Requests and receives, or transfers student records;
• Establishes, maintains and updates changes to records, files, and other data information including extracting data for a variety of requests or reports;
• Completes student progress reports and documents;
• Completes accident and illness reports, monitors staff time records and records staff absences;
• Develops and maintains filing systems for ease of access;
• Word processes and edits text electronically utilizing various software programs;
• Keys schedules, instructional materials, contracts, student and staff records, meeting agendas and minutes, transaction documents, purchase orders, mileage records, travel/conference records, newsletters and flyers including design and layout, budgets, class lists, reports, and schedules of activities;
• Updates webpage, uploading and linking information;
• Receives and transcribes forms of dictation into a variety of documents including letters, memos, telephone messages, minutes of meetings and reports;
• Takes minutes, draft minutes;
• Develops and maintains calendars including appointments;
• Schedules and notifies of meetings, workshops, special events, IEP meetings, special procedures;
• Schedules and orders equipment as needed;
• Schedules and prepares travel and conference accommodations;
• Schedules interviews, appointments, or staff coverage, including substitutes, as needed;
• Prepares supply requisitions;
• Maintains and updates records and files;
• Processes gifts/donations;
• Processes Professional Expert Agreements (PEA), Independent Contractor agreements, billing, or invoices for district utilization of service, workshop attendance or other activities.

Qualifications

• Fully bilingual (Spanish/English), with the ability to speak and write in Spanish;
• 3+ years of ands on administrative experience;
• Ability to operate a computer and software, dictation/transcription equipment, calculator and duplicating equipment;
• Prepare and maintain accurate records and files;
• Keyboard at 60 WPM accurately from written copy or machine transcription;
• Establish and maintain cooperative working relationships with those contacted during performance of job duties;
• Plan, organize, and prioritize own work to meet deadlines and accomplish tasks within established timelines;
• Maintain orderly work environment and perform tasks in a prescribed and safe manner;
• Respond promptly to requests of internal and external clients; provide needed information, assistance, training, materials, and resources;
• Maintain and improve professional skills and knowledge;
• Be flexible and receptive to change.

Requirements

• Operate a computer and software, dictation/transcription equipment, calculator and duplicating equipment;
• Prepare and maintain accurate records and files;
• Keyboard at 60 WPM accurately from written copy or machine transcription;
• Establish and maintain cooperative working relationships with those contacted during performance of job duties;
• Plan, organize, and prioritize own work to meet deadlines and accomplish tasks within established timelines;
• Maintain orderly work environment and perform tasks in a prescribed and safe manner;
• Respond promptly to requests of internal and external clients; provide needed information, assistance, training, materials, and resources;
• Maintain and improve professional skills and knowledge;
• Be flexible and receptive to change.

Skills

• Written communication to prepare clear, concise letters, memoranda and other written documents with correct grammar, punctuation and spelling;
• Oral communication skills to communicate effectively with company personnel, administrative staffs, parents, students and the general public demonstrating tact, diplomacy and sensitivity to individual concerns;
• Reading comprehension skills to interpret policies, administrative regulations and programs and accurately explain to others;
• Computational skills involving addition, subtraction, multiplication, and division using whole numbers.

Benefits

Details about benefits are not specified in the job posting.

Pay

Details about pay are not specified in the job posting.

Schedule

Details about schedule are not specified in the job posting.