Secretary II

Secretary II

A Secretary II provides secretarial and administrative support for departmental administrators. The individual in this position is required to have a thorough knowledge of District, State and Federal regulations that pertain to their specific department. This position will interact with other department administrators, principals, staff, teachers and parents on a regular basis. He/she may maintain departmental budgets and have responsibility for preparing reports associated with these budgets.

The individual in this position will be required to exercise independent decision-making abilities and make decisions within parameters established with department administrators.

Essential duties and responsibilities include the following. This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Depending on the department, an employee's essential duties may include:

• Provide support to the departmental administrator(s), including, but not limited to, word processing routine correspondence, confidential evaluations, student suspension and discipline information, and screening and handling incoming telephone calls.
• Provide support for financial functions of program budget(s), including grants and any other special funding available to the program. This position will be responsible for monitoring budget status, including salaries, and ensuring that expenditures are kept within budgeted amounts.
• Responsible for the preparation and set up assistance for on-site and off-site district meetings.
• Maintain administrator(s) calendars and schedule appointments, meetings, etc.
• Responsible for maintenance of student files.
• Prepare purchase orders, timesheets, reimbursements, travel requests, and other documents related to the financial function.
• Collect data for and prepare required District, State, and/or Federal reports.
• Support Administrators using district software in requesting vacancy postings and recommendations for hiring staff. This includes preparation, tracking, and adjustments for human resources and/or payroll records.
• Manage program database, including, but not be limited to, data collection, data input, sorting data, and preparation of reports.
• Manage itinerant staff's licensure for State funding.

Other responsibilities include:

• Greet students, staff, parents, community members, and other visitors upon their entrance to the building. Also answer incoming telephone calls, provide accurate information, direct calls to others, and take messages.
• Assist with health room coverage when nurse is not available to include caring for ill children, complete accident reports, administering medications, and provide first aid.
• Assist the Office Manager and other secretarial staff with tasks such as word processing and filing.
• Prepare appropriate communications such as reader board updates, automated call outs, newsletters, e-mails, calls to newspapers, flyers, surveys, digital flyer software, etc. to students, staff and community.
• May periodically supervise students who, for a variety of reasons, are visiting the department or office area.
• Multilingual staff member may be asked to translate within their scope of work.

Required qualifications:

• Education and Experience:
  
  High school diploma or equivalent. One (1) year of secretarial and or administrative experience.

Additional requirements:

• Proficiency with Microsoft Word, Excel, Power Point
• Database Management

Preferred qualifications:

• Basic knowledge of the District's Integrated Financial Accounting System
• Basic knowledge of the District's student information system
• Basic knowledge of the District's application system

Condition of employment:

• Criminal background clearance
• Work scheduled hours on a consistent basis

Knowledge of:

• School board policies and procedures
• Microsoft WORD and EXCEL
• Publishing software
• Database Management

Ability to:

• Organize and perform job responsibilities efficiently and independently without close supervision and able to pay strict…