Primary Purpose:
Direct and manage the routine work activities and provide clerical service for a department and other staff members.
Qualifications:
Minimum Education/Certification:
High school diploma or GED
Special Knowledge/Skills
Proficient skills in keyboarding, word processing, and file maintenance
Effective communication, interpersonal skills and basic math skills
Ability to use personal computer and software to develop spreadsheets and databases and do word processing
Bilingual preferred
Minimum Experience:
Three years secretarial experience, preferably in a public education environment
Major Responsibilities and Duties:
Records, Reports, and Correspondence
- Prepare correspondence, forms, reports, etc., for the department and other staff members using a personal computer.
- Compile pertinent data as needed when preparing various state and local reports.
- Maintain physical and computerized departmental files.
- Maintain student records as needed.
Accounting
- Perform routine bookkeeping tasks, including simple arithmetic operations, for the department.
- Assist with the preparation of purchase orders and payment authorizations.
- Assist with department budgetary matters; developing and maintaining.
- Monitor and process personnel time records including leave requests and reports; compile information and submit to the central office.
Other
- Meet and greet customers both in person and over the phone.
Maintain a schedule of appointments and make travel arrangements for department staff.
- Receive, sort, and distribute mail and other documents to department staff.
- Receive, store, issue supplies and equipment.
- Maintain confidentiality of information.
- Keep informed of and comply with all state and district policies and regulations concerning primary job functions.
Supervisory Responsibilities:
None
Working Conditions:
Equipment Used:
Personal computer, printer, calculator, copier, and fax machine
Mental Demands/Physical Demands/Environmental Factors:
Work with frequent interruptions
Maintain emotional control under stress
Repetitive hand motions
Prolonged use of computer
Ability to communicate effectively (verbal and written)
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.