Human Capital Management | 8hr 52wk Special Assignment Secretary

BASIC FUNCTION :

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 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 public relations, oral and written communication, office and computer skills with a working knowledge of Excel to design and use tables, pivot-tables, and graphs.

Incumbents must possess knowledge of the terminology, practices and procedures of assigned office.

ESSENTIAL FUNCTIONS :

• Provide complex and confidential secretarial and administrative support services to a manager, director or high school principal;
• assure smooth and efficient office operations; assist with coordinating and assure proper and timely completion of office projects and activities;

plan, coordinate and organize office activities and coordinate flow of communications and information.

• 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;

respond to requests, complaints and questions from staff and the public.

• 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, note or rough draft, 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 to collaborate with Coordinators, Managers, and Directors;
• compute statistical information for various reports; prepare, process and evaluate a variety of forms, applications and documents;

duplicate, assemble, distribute, collect, verify and assure accuracy and completeness of various documents; as well as managing district-wide data and data uploads for third party vendors.

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; experience managing the details of district-wide Professional Learning sessions and other events : logistics, deliveries, Nutrition Services and sign-in sheets.

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.

As assigned, 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.

• Manage district-wide logistics for a variety of stakeholders. Build relationships and complete paperwork to navigate facility usage, set-up and print requests in a timely way.
• 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.

While performing the duties of this job, the employee is regularly required to speak and hear. The employee is required to have dexterity of hands and fingers.

The employee is required to sit or stand for extended periods of time. They may be occasionally required to bend at the waist, kneel or crouch.

Specific vision abilities required by this job include close vision, and ability to adjust focus. While performing the duties of this job the incumbent is seated or walking at will and is required to push, pull, lift and carry up to 10 pounds.