Secretary, Administrative​/Clerical

School Secretary

Under occasional supervision, performs secretarial and clerical duties of moderate variety and complexity to maintain effective and efficient office operations. To assist and manage clerical tasks for the principal so that maximum time may be devoted to administrative tasks concerned with operating a school.

Composes and/or types memos, letters and reports for the signature of supervisor. May take and transcribe notes and/or meeting minutes. May perform receptionist duties by answering the telephone, screening callers, and greeting, announcing or routing visitors. Performs general clerical and secretarial functions, including but not limited to typing, copying and filing documents, processing various forms and applications, collating materials, scheduling appointments and maintaining supervisor's calendar, maintaining records and files, processing mail, ordering supplies, etc.

Researches, gathers and organizes pertinent data as needed from files and documents in the office or other sources for supervisor's use. Receives and responds to inquiries and concerns from the public; refers problems to appropriate staff person for resolution. Attends and/or makes arrangements for meetings or special events as requested. Assists supervisor and other staff persons with special projects as assigned.

Uses a computer to record and retrieve information and to prepare reports, documents and correspondence. Updates and maintains the database. Receives, reviews, prepares and/or submits various records and reports including invoices, requisitions, change orders, travel forms, budget documents, expenditure request forms, payroll records, financial reports, meeting agendas and minutes, special and routine reports, inventory reports, memos, correspondence, etc. Operates a variety of equipment such as a computer, printer, typewriter, copier, fax machine, recording equipment, binding machine, folding machine, paper shredder, audio-visual equipment, calculator, telephone, etc.

Makes arrangements for office equipment maintenance and repair as needed. Interacts and communicates with various groups and individuals such as the immediate supervisor, Superintendent, other District administrators and staff, school administrators and staff, co-workers, student aides, students, parents, outside government/business/community agencies, sales representatives, service / repair persons, and the general public.

Physical Requirements:

Must be physically able to operate a variety of machines and equipment, including a computer, basic office equipment, recording equipment, telephone, etc. Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time.

Must be able to lift and/or carry weights of five to ten pounds.

Data Conception:
Requires the ability to compare and/or judge the readily observable functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things. Interpersonal Communications:
Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to subordinates and receiving assignments and/or direction from supervisors. Language Ability:
Requires the ability to read a variety of policies and procedures, professional journals, reference materials, etc. Requires the ability to enter data into the computer and prepare correspondence, narrative and numerical reports, purchase orders, etc., with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control and confidence.

Intelligence:
Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts and draw valid conclusions; to deal with several abstract and concrete variables. Requires the ability to apply influence systems in managing a supervisory/management staff; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation.

Must have the ability to comprehend and interpret received information. Verbal Aptitude:
Requires the ability to record and deliver information, to explain procedures, to follow and give verbal and written instructions. Must be able to communicate effectively and efficiently with persons of varying educational backgrounds and in a variety of technical and/or professional languages. Numerical Aptitude:
Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals, and to determine time. Must be able to use practical applications of fractions, percentages, ratio and proportion.…