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Secretary to Chief Business Officer

  • Confidential

Salary range: 91

Reports to: Chief Business Officer

Demands of this position require flexibility and the ability to work overtime as required.

OVERVIEW

Provide assistance in a wide variety of ways as confidential secretary to the CBO -Business Services. Perform a broad range of secretarial and administrative functions commensurate with the CBO's role; perform complex tasks and assume responsibilities using initiative, problem-solving skills and independent judgment in the interpretation and application of established district policies and procedures; perform related duties as required.

QUALIFICATION
  • Any combination of training and experience equivalent to an A.A. degree
  • A least five years of increasingly responsible secretarial experience to a key administrator
  • Knowledge of school district desirable
  • Computer competence required.
RESPONSIBILITIES/DUTIES
  • Manage parcel tax exemption program
  • Manage the school impact fees program
  • Coordinate department Board agenda; prepare Board enclosures as required
  • Monitor high school class size reduction reimbursement
  • Coordinate School/City Liaison Committee activities
  • Relieve the CBO of tasks not requiring his or her immediate attention
  • Assist in the coordination and processing of administrative functions for the CBO
  • Research, analyze, compile and edit information and materials from complex records and files
  • Act as an information source regarding department policies, procedures, and requirements
  • Review and interview callers, providing information where judgment, knowledge and interpretation of established policies and procedures are required
  • Manage details of office including filing, phones, sorting and distributing mail, etc.
  • Receive, handling and processing confidential information, ensuring security and rules of confidentiality for negotiations
  • Produce, checking, compiling, distributing, and recording a variety of data and information
  • Compose correspondence on own initiative or as directed
  • Maintain and monitor budgetary records
  • Ordering supplies and process purchase orders
  • Arrange and schedule a variety of meetings, notifying participants, confirming dates and times, and reserving meeting sites and preparing needed materials
  • Take, transcribe, and distribute minutes as required
  • Work independently and analyze situations accurately adopting an effective course of action
  • Maintain confidentiality and discretion
  • Coordinate activities and maintain effective schedule of events
  • Compose correspondence independently
  • Maintain accurate and detailed calendar of events, due dates, and schedules to keep tasks and activities on schedule
  • Compile data, keep records, and prepare reports
  • Perform special assignments and related duties as assigned
  • Organize and prioritize work to meet deadlines
  • Demonstrate good judgment; handle situations with diplomacy, friendliness, poise and firmness.
KNOWLEDGE, SKILLS & ABILITIES
  • Ability to multi-task and utilize independent initiative;
  • Operate with accuracy a variety of computer applications, including Microsoft Office and Filemaker Pro;
  • Effectively communicate verbally and in writing;
  • Carry out verbal and written instructions independently;
  • Ability to understand, interpret and explain district policies, procedures, rules and regulations;
  • Thorough knowledge of current office practices, procedures, equipment, record-keeping systems, and report writing;
  • Correct English usage, grammar and composition;
  • Knowledge of State and Federal laws governing public education;
  • Ability to establish and maintain effective internal and external working relationships.
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; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is frequently required to sit and occasionally required stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds or more. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

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.

Revision Date: 05/11/2006

Initial date: 02/02/2004

Equal Opportunity Employer in compliance with the Americans with Disabilities Act and all other applicable federal, state, and local laws.