Special Education | 8hr Special Assignment Secretary | School Year

About the Role

Perform a variety of complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail. Plan, coordinate, and organize office activities and coordinate the flow of communications, correspondence, and information for the administrator.

Qualifications

Any combination equivalent to: graduation from high school supplemented by college-level coursework in business, secretarial science, or a related field, and four years of increasingly responsible secretarial or administrative assistant experience. Must have strong office computer, public relations, and oral and written communication skills. Incumbents must possess knowledge of the terminology, practices, and procedures of the assigned office.

Responsibilities

• Provide complex and confidential secretarial and administrative support services to a manager, director, or high school principal; ensure smooth and efficient office operations; assist with coordinating and ensure proper and timely completion of office projects and activities.
• Serve as the primary secretary to the administrator; provide public relations and liaison services; initiate, screen, and receive telephone calls; take, retrieve, and relay messages as needed; schedule and arrange projects, appointments, conferences, meetings, and other events.
• Receive visitors, including administrators, staff, students, and the public; provide assistance or direct to appropriate staff; exercise independent judgment in resolving a variety of issues and problems; communicate administrator’s instructions to students, parents, and staff; refer difficult issues to the administrator.
• Compose, independently or from oral instructions, notes, or rough drafts, a variety of complex correspondence such as inter-office communications, forms, letters, memoranda, announcements, bulletins, agenda items, lists, schedules, fliers, notices, requests, agreements, contracts, and other materials; receive, sort, and route incoming mail as needed.
• Research, compile, and verify a variety of data and information using assigned computer system; compute statistical information for various reports; prepare, process, and evaluate a variety of forms, applications, and documents; duplicate, assemble, distribute, collect, verify, and ensure accuracy and completeness of various documents.
• Prepare and maintain a variety of records, logs, and reports related to programs, projects, services, financial activity, budgets, personnel, students, communications, and assigned duties; establish and maintain filing systems; review, revise, edit, format, and proofread a variety of documents and information.
• Perform a variety of clerical accounting duties in support of assigned functions as required; prepare, verify, and process payroll materials and information as assigned; calculate, prepare, and revise accounting and budget data; balance, monitor, and update accounts, budgets, and accounting records with income and expenditures.
• Maintain appointment, project, and activity schedules and calendars; coordinate travel arrangements and reservations as necessary; process claims and reimbursements as required; reserve facilities and equipment for meetings and other events as needed.
• Coordinate and attend a variety of meetings as assigned; compile and prepare agenda items and other required information and materials for meetings and other events; take, transcribe, and distribute minutes as directed.
• Monitor inventory levels of office and designated supplies and equipment; order, receive, and maintain appropriate levels of inventory; prepare and process purchase orders, invoices, and requisitions, and arrange for payments as required.
• Perform related duties as assigned by the Administrator to meet the particular needs of the building/unit.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly required to speak and hear.
• Required to have dexterity of hands and fingers.
• Required to sit or stand for extended periods of time.
• May be occasionally required to bend at the waist, kneel, or crouch.
• Specific vision abilities required include close vision and ability to adjust focus.
• While performing the duties of this job, the incumbent is seated or walking at will and has limited physical labor.

New employees must successfully complete their probationary period to be eligible to apply for posted positions. Employees must remain in their current position a minimum of sixty (60) calendar days to be eligible to apply for any non-lateral posted position. Current non-probationary employees may only apply for lateral positions at the end of each school year.