Position Description
POSITION TITLE: Secretary III – Administration
Department: Administration
Reports to: Assistant Superintendent for Administration
SUMMARY: Provides quality support for all services provided by the Administration Department.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.
Þ Receive incoming phone calls
Þ Record messages for the Assistant Superintendent for Administration and Administrative Assistant
Þ Assist with receiving parents and assisting them when appropriate
Þ Protect the confidentiality of secure documents maintained by the Administration Department
Þ Assist with processing student transfer requests
Þ Assist with the maintenance of student files
Þ Assist with the maintenance of other files
Þ Assist with the periodic gathering of necessary information from schools
Þ Assist with the preparation of reports
Þ Proofreading documents
Þ Typing letters and other documents
Þ Transferring audio files to the computer and other media
Þ Assist with the processing of incoming correspondence and other data as instructed
Þ Duplicate/photocopy forms, reports, and other items as instructed
Þ Computer data entry
Þ Assist with preparation for Leadership Team meetings
Þ Assist with preparation for student hearings
Þ Shredding documents as instructed
Þ Assist with the compilation and distribution of the Emergency Procedures Manual
Þ Assist with the maintenance of the postage machine
Þ Distributing materials to schools via the district courier
Þ Contacting school personnel when necessary
Þ Contacting parents when necessary
Þ Record and submit monthly mail room copier meter readings to Xerox
Þ Check mailroom copier supplies periodically
Þ Help to maintain the general appearance and climate of the office
SUPERVISORY RESPONSIBILITIES: None
QUALIFICATION REQUIREMENTS: To perform this job successfully, an
individual must be able to perform each essential duty satisfactorily. The requirements listed below are
representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE:
High School Diploma or GED and 4 years experience; or AA Degree in secretarial science and one year experience; or BS degree in business education or secretarial science. Must be able to effectively deal with the public and staff, both in person and on the phone.
LANGUAGE SKILLS:
Ability to read and interpret documents such as policies and manuals. Ability to write routine reports and business correspondence. Ability to respond to common inquiries or complaints from customers, clients, and other employees.
MATHEMATICAL SKILLS:
Ability to compute rate, ratio, and percentages
REASONING ABILITY:
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form
OTHER SKILLS AND ABILITIES:
Ability to develop effective working relationships with staff and the school community. Ability to communicate clearly and concisely. Ability to maintain confidentiality regarding matters pertaining to the Administration Department under any circumstances. Ability to operate a personal computer and related software. Ability to perform duties with awareness of all district requirements and the Board of Education policies.
PHYSICAL DEMANDS:
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.
While performing the duties of this job, the employee is regularly required to stand, walk, sit, and talk or hear. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and peripheral vision.
WORK ENVIRONMENT:
The work environment characteristics described here are representative
of those an employee encounters while performing the essential functions of
this job. Reasonable accommodations may
be made to enable individuals with disabilities to perform the essential
functions.
The noise level in the work environment is usually moderate. The employee is continuously interacting with the public and staff.