About this role
JOB TITLE: Central Administration Office Secretary WAGE/HOUR STATUS: Exempt PAY GRADE / DAYS OF DUTY: Building Secretary Step 15 IMMEDIATE SUPERVISOR: Superintendent DEPARTMENT: Central Administration Job Summary: Work under minimum supervision to provide advanced clerical services to the cabinet-level administrator assigned. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public. Qualifications: Education/Certification: High school diploma or GED Special Knowledge/Skills: Knowledge of school district organization, operations, and administrative policies Ability to read and comprehend instructions, correspondence, and memos Ability to make independent decisions regarding planning, organizing, and scheduling Excellent public relations, organization, communication, and interpersonal skills Ability to use software to develop spreadsheets, perform data analysis, and do word processing Ability to multi-task numerous complex administrative activities Experience: Preferred: 3 years or more advanced secretarial experience with extensive contact with people Major Responsibilities and Duties: Clerical Support Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned. Schedule appointments and maintain the administrator's calendar. Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff. Receive, sort, and distribute mail and other documents to department staff. Reception and Phones Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to the correct administrator(s). 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. Policy, Reports, and Correspondence Compile pertinent data used to prepare various required state and local reports. Prepare purchase orders and payment authorizations as directed. Compile, maintain, and file all reports, records, and other documents as required. Other Comply with policies established by federal and state laws and regulations, and local board policy. Maintain confidentiality. Follow district safety protocols and emergency procedures. Maintain confidentiality of information. Follow district safety protocols and emergency procedures. 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. The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be required.