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Secretary to Chief Business Officer

  • Confidential

SALARY RANGE: Range 91 on the Supervisory/Confidential Personnel

WORK YEAR: Salary Schedule 12 Months

QUALIFICATIONS

Education/Experience:

Any combination of training and experience equivalent to an A.A. degree; at least five years of increasingly responsible secretarial experience to a key administrator; knowledge of school district desirable; computer competence required.

RESPONSIBILITIES
  • Manage parcel tax exemption program;
  • Coordinate department Board agenda; prepare Board enclosures as required;
  • Coordinate Committee activities related to Business department operations; and
  • Oversee property and liability insurance claims and payments.
SPECIFIC DUTIES INCLUDE BEING ABLE TO
  • Relieving the CBO of tasks not requiring his immediate attention;
  • Assisting in the coordination and processing of administrative functions for the CBO;
  • Acting as information source regarding department policies, procedures, and requirements;
  • Reviewing and interviewing callers, providing information where judgment, knowledge and interpretation of established policies and procedures are required;
  • Managing details of office including filing, phones, sorting and distributing mail, etc.;
  • Receiving, handling and processing confidential information, ensuring security and rules of confidentiality for negotiations
  • Producing, checking, compiling, distributing, and recording a variety of data and information;
  • Composing correspondence on own initiative or as directed;
  • Maintaining and monitoring budgetary records; ordering supplies, and processing purchase orders;
  • Arranging and scheduling a variety of meetings, notifying participants, confirming dates and times, and reserving meeting sites and preparing needed materials; taking, transcribing, and distributing minutes as required;
  • Maintaining accurate and detailed calendar of events, due dates, and schedules to keep tasks and activities on schedule;
  • Compiling data, keeping records, and preparing reports; or
  • Performing special assignments and related duties as assigned.
ESSENTIAL SKILLS INCLUDE THE ABILITY TO
  • Multi-task and utilize independent initiative;
  • Organize and maintain financial, statistical, and narrative records;
  • Demonstrate good judgment; handle situations with diplomacy, friendliness, poise and firmness;
  • 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;
  • Research, analyze, compile and edit information and materials from complex records and files;
  • 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;
  • Understand, interpret and explain district policies, procedures, rules and regulations;
  • Take minutes and transcribe rapidly and accurately;
  • Organize and prioritize work to meet deadlines; and
  • Establish and maintain effective internal and external working relationships.
THIS POSITION REQUIRES THOROUGH KNOWLEDGE OF
  • Current office practices, procedures, equipment, record-keeping systems, and report writing;
  • Correct English usage, grammar and composition; and
  • State and federal laws governing public education.
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.

PAUSD is an equal opportunity employer in compliance with the Americans with Disabilities Act and all other applicable federal, state and local laws.