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Secretary to Director

  • Classified

Salary range: 34

OVERVIEW

Under direction, serve as secretary to a Director relieving him/her of clerical and routine administrative details; perform work of above-average difficulty requiring a high level of initiative, judgment, and organizational ability.

QUALIFICATION
  • A.A. degree or equivalent required
  • Four years of progressively responsible clerical experience with at least two years in a responsible secretarial capacity, preferably in a school district
  • Keyboard at a minimum rate of 50 words per minute from ordinary transcript or printed material
  • Current history of employer evaluations with satisfactory marks in all areas
  • Successful experience demonstrating tact, courtesy, positive attitude and maintaining cooperative relationships with those contacted during the course of work
RESPONSIBILITIES/DUTIES
  • Take dictation that includes a substantial amount of technical terminology
  • Type difficult financial and statistical reports, budgets, contracts, etc.
  • Take minutes at group meetings, exercising judgment in taking verbatim minutes of some sections in accordance with general instructions and revising, as necessary, to improve grammar and structure; keyboards reports, memoranda and other material from straight copy or rough drafts
  • Operate computers to input and retrieve data, to word-process and to generate reports
  • Compile reports from a wide variety of sources, and transmits to other offices or agencies
  • Compose correspondence and memos from brief verbal instructions or notes
  • Conduct continuing correspondence or telephone communications independently on procedural or informational matters without review by supervisor
  • Work with the public answering questions involving an understanding of policies, procedures and regulations
  • Act as receptionist, making appointments, arranging group meetings, and transmitting confidential or controversial information
  • Manage many of the details of the office including making decisions based on established policy and procedure
  • Keep detailed and accurate record of budget expenditures involving a variety of departmental budgets and produces periodic summary statements of individual accounts
  • Converse with and furnish information to principals, consultants, coordinators, directors, assistant superintendents, and other personnel throughout the district at all levels and with the public in general
  • Maintain security of confidential information
  • Learn, interpret and apply laws, school district policies and procedures with good judgment while independently carrying out a variety of technical procedures
  • Take responsibility and use tact and good judgment in fulfilling responsibilities
  • Compose correspondence independently
  • Perform responsible and difficult clerical work with accuracy, speed, and a minimum of supervision
  • Analyze situations accurately and adopt an effective course of action
  • Make math calculations quickly and accurately;
  • Keyboard at a speed of not less than 55 words per minute
  • Deal effectively with a wide variety of personalities and situations requiring diplomacy, friendliness, poise, and firmness.
KNOWLEDGE, SKILLS & ABILITIES
  • Ability to operate computer and ancillary equipment utilizing word-processing, spreadsheets, and specialized software related to the work of the office;
  • Thorough knowledge of computer operating methods and office methods and practices which include filing systems, receptionist and telephone techniques, and letter and report writing;
  • Office machines and some skill in their operation;
  • English usage, spelling, grammar, and punctuation;
  • Basic methods of financial record keeping and budget preparation;
  • Knowledge of functions, organization, and key personnel of the School District;
  • State and Federal laws governing public education; District policies and procedures.
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.

Work is performed in a standard office environment; the employee is occasionally exposed to risk of electrical shock. The noise level in the work environment is usually moderate.

Work Year: 12 Months

Revision Date: 06/14/2014

Initial date: 10/31/2000

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