About this role
Primary Purpose: Under moderate supervision organize and manage the routine work activities of a central administrative department office and provide clerical support to a director or department head and other staff members. Qualifications: Education/Certification:
• High school diploma or GED Special Knowledge/Skills:
• Proficient skills in keyboarding, data entry, word processing, and file maintenance • Ability to use software to develop spreadsheets and databases and do word processing • Ability to prioritize workflow to address the multiple needs of the supervisor or the department • Ability to multi-task numerous complex administrative activities • Basic math skills • Effective communication and interpersonal skills Experience:
• Secretarial experience preferred MAJOR RESPONSIBILITIES AND DUTIES: Records, Reports, and Correspondence
• Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members. • Compile, maintain, and file all reports, records, and other documents as required. Accounting
• Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations. • Order and maintain inventory of office supplies and program equipment. • Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures. Other
• Answer and respond to incoming calls, take reliable, professional confidential messages, and route to appropriate staff by email, message note, and/or phone messages. • Maintain a schedule of appointments by using district software management and make travel arrangements, including hotel, meals, and/or workshops for department staff. • Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment in advance. • Receive, sort, and distribute mail and other documents to department staff. • Maintain confidentiality of information. • Maintain the SHARS and student records data management system. Supervisory Responsibilities: None. Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used: Standard office equipment including personal computer and peripherals Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching Lifting: Occasional light lifting and carrying (less than 15 pounds) Environment: May work prolonged or irregular hours; occasional districtwide travel Mental Demands: Work with frequent interruptions; maintain emotional control under stress