Purpose Statement

 

The job of Administrative Secretary - School is done for the purpose/s of providing a variety of administrative and secretarial support to the school site administrator; conveying information regarding department functions and procedures; establishing and maintaining department records; ensuring efficient operation of support functions; and compiling and distributing materials and reports.

 

This job is distinguished from similar jobs by the following characteristics: .

 

This job reports to Assigned Administrator

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Essential Functions

• Compiles data from a wide variety of sources (e.g. time sheets, calendars, inventory, etc.) for the purpose of preparing reports, making recommendations and preparing information for assigned administrator. 
• Coordinates a wide variety of projects, functions and/or program components (e.g. meetings, travel and accommodations, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Highly Proficient computer skills (e.g. all Microsoft programs, internet, web based systems, etc.) for the purpose of completing all job related functions.
• Maintains a wide variety of manual and electronic documents files and records (e.g. reports, spreadsheets, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements. 
• Monitors activities on behalf of assigned administrator (e.g. program components, meeting arrangements, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
• Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.
• Processes a wide variety of documents and materials (e.g. time sheets, purchase orders, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Reconciles account balances for the purpose of following district guidelines.
• Responds to inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Schedules a wide variety of activities (e.g. appointments, teacher meetings, travel reservations/accommodations, etc.) for the purpose of making necessary arrangements for assigned administrator.
• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.

Other Functions 

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using job related software applications; preparing and maintaining accurate records; planning and managing projects.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles; business telephone etiquette; common office machines; concepts of grammar and punctuation; office methods and practices.

ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a wide diversity of individuals; work with similar types of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with frequent interruptions; problem solving; working with detailed information.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking budget expenditures. utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally the job requires 70% sitting, 15% walking, and 15% standing. This job is performed in a generally clean and healthy environment.

 

Experience Job related experience is required.

 

Education High school diploma or equivalent.

 

Equivalency  

 

Required Testing                                                    Certificates

                                                                            CPR/First Aid Certificate

Continuing Educ./Training                                      Clearances

Maintains Certificates and/or Licenses                     Criminal Justice Fingerprint/Background



FLSA Status                            Approval Date             Salary Range

Non Exempt                                 07/13/13                 XI