Overview

This is specialized secretarial and administrative support work performed in School District central offices. An employee in this class serves as the principal office support to a Director or equivalent level position. Employees provide office management, secretarial, and administrative support to the Director and department staff, organizing and carrying out office operations to serve the department. Employees in these positions exercise considerable initiative and discretion, relieving the Director and staff of administrative details, often speaking for or representing the department on matters within their areas of responsibility. The work requires highly developed office skills in computer/software operation, communications, accounts maintenance procedures, and office management. <br /><br />he following information is intended to describe the overall nature and scope of the work being performed in relation to the position. This is not a comprehensive listing of all responsibilities or tasks; other work may be assigned when deemed appropriate:<br />• Organizes and implements efficient office systems and procedures; sets up and maintains department filing <br />and record keeping systems; institutes tracking and control procedures to ensure matters are handled <br />expeditiously<br />• Responds to inquiries from school staffs, central offices, parents, and outside organizations regarding <br />department activities, responding to matters within areas of authority and explaining procedures and <br />requirements to callers; ensures that informational, program, and administrative communications are <br />disseminated to schools, other central office departments, and other organizations as necessary<br />• Maintains databases containing program data, entering, editing, and correcting data as necessary; produces <br />reports, lists, summaries, and other documents from databases. As necessary, creates databases using <br />spreadsheet or database software; posts and maintains program accounts, entering data from financial <br />transaction documents into computerized accounting spreadsheets or systems; monitors accounts and <br />advises supervisors of account status; compiles lists, summaries, and other financial information as <br />requested<br />• Maintains logs, appointment schedules, calendars, bulletin boards, reference files/materials, and other <br />office records<br />• Participates in arranging events, conferences, meetings, and other activities; assembles information, <br />prepares informational materials, and locates and arranges for necessary space and services; maintains <br />related expense and activity files and records; makes travel arrangements, including hotel and travel <br />reservations; prepares itineraries; processes expense reimbursements<br />• Processes office forms and documents such as purchase orders, vouchers, requisitions, personnel actions, <br />and time and attendance reports, and sends to appropriate departments for action; maintains logs of such <br />actions and follows up as necessary<br />• Represents the department in meetings as assigned; takes notes and presents or explains department views <br />on matters; performs related work as required. <br /><br />• High School Diploma or GED required<br />• Experience in performing general office and clerical or secretarial work<br />• Knowledge of modern office practices and procedures as applied to the organization and implementation of <br />office systems and procedures; of effective techniques of office management; of the use of full function <br />word processing software and standard office database software; of standard office appliances including <br />desktop PCs, standard office software, scanners, printers, photocopiers, and facsimile machines<br />• Ability to organize and manage office operations for a major organization department of the School District; <br />to perform specialized office, secretarial and administrative support work accurately and quickly; to <br />communicate effectively; to work cooperatively with others; to work under pressure and/or frequent <br />interruptions<br /><br />Physical Requirements:<br />The following provides a brief description of physical requirements for this position:<br />While performing the duties of this job, the employee is regularly talking. expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. The employee must possess normal cognitive abilities including the ability to learn, recall and apply certain practices and policies. Frequently sitting and/or remaining in a stationary position for long periods of time. Exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.


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