Secretary to Assistant Superintendent

POSITION TITLE : Secretary to Assistant Superintendent

REPORTS TO : Assistant Superintendent

POSITION SUMMARY : Performs a wide variety of secretarial, clerical and administrative duties to assist and support an Assistant Superintendent in accomplishing the functions assigned to his / her area of responsibility.

FUNCTIONS OF THE JOB

Essential Functions

Performs the major clerical functions assigned to the office; takes and screens incoming phone calls, types correspondence and required reports, develops spreadsheets as required to track and maintain financial or other quantitative data;

maintains records and files.

Assembles data and materials required for meetings, types, proofreads, makes and distributes copies; makes any necessary meeting arrangements;

takes minutes as required.

• May prepare, or assist in preparing information or data for board meetings; and / or assist with preparation of information for major yearly tasks of the district.
• May perform various tasks associated with financial matters of the district, such as; payroll, collection, disbursement and / or deposit of monies, payment of bills;

maintaining required records.

• Develops and distributes schedules and makes and / or coordinates arrangements (or assists) for various district functions or events.
• Initiates purchase orders as may be required for supplies, equipment for the office or for special functions that are the responsibility of the office.
• Makes travel arrangements and tracks and processes expense reimbursements for office.
• Responds to various parents, teachers, students and administrators inquiries and provides information and assistance necessary to meet their needs.
• Accesses, inputs and / or retrieves information from computer system or other sources as requested.

Marginal Functions

Assists other administrators as necessary to cover for absences or complete special projects.

Physical / Visual Activities or Demands : Physical / visual activities or demands that are commonly associated with the performance of the functions of this job.

• Sitting, walking, standing, stooping or crouching to access file drawers, talking, hearing.
• Normal mental attention with clarity of vision at 20 inches or less as well as 20 feet or more required.
• Nominal physical effort required ranging from moving very light (1 to 5 items by hand to rarely moving light to average (5 to 60 boxes of paper and other supplies with assistance.

Environmental / Atmospheric Conditions : Environmental and atmospheric conditions commonly associated with the performance of the functions of this job.

Normal office conditions.

POSITION QUALIFICATION REQUIREMENTS

Knowledge : Knowledge of stenography, administrative secretarial practices, accounting, or a variety of office procedures;

operation of office equipment such as a personal computer and related, often highly specialized, software requiring some advanced skills knowledge.

Equivalent to high school plus additional specialized training.

Experience : Over 3 years up to and including 5 years.

Skills and Abilities which may be representative but not all inclusive of those commonly associated with this position

• Apply commonsense understanding to carry out instructions furnished in written, oral or diagram form. Deal with problems involving several concrete variables in or from standardized situations.
• Perform the basic functions of arithmetic; add, subtract, multiply and divide all units of measure. Compute ratio, rate and percent.

Draw and interpret bar graphs.

Perform reading, writing and speaking at a basic level.

Machines, Tools, Equipment and Work Aids : which may be representative but not all inclusive of those commonly associated with this position :

Personal computer and related software, typewriter, calculator, fax machine, photocopier.

• Hazelwood School District is an equal opportunity employer.
4 days ago