Secretary to School Principal

Secretary To School Principal

This is a competitive Civil Service position; the individual must have passed the Civil Service exam for Secretary to School Principal and be reachable and/or currently be in this title. Salary Range: $48,000 - 52,500/year. Civil Service

Job Description:

DISTINGUISHING FEATURES OF THE CLASS:
Under general supervision, an incumbent of this position performs executive secretarial services for an elementary, middle school, junior high or high school principal, relieving the principal of administrative details. This position differs from the "Secretary to School Principal (Stenographer)" in that the stenographic skill is not required. The position requires a full range of skills in the operation of a computer to maximize equipment capability in compiling and producing correspondence, records, reports, files, etc.

The position also requires the frequent use of independent judgement in the application of prescribed methods and procedures where policies have already been established. There is a considerable amount of contact with the public and/or fellow employees. Supervision may be exercised over the work of lower level clerical workers. Does related work as required.

EXAMPLES OF WORK: (Illustrative Only)

• Performs executive secretarial functions for school principal
• Relieves school principals of details which do not require their personal attention by the use of discretion, tact and thorough knowledge of district/office policies and procedures
• Uses a variety of automated systems equipment to produce such materials as correspondence, reports, contracts, specifications and/or other data
• Uses computer applications such as spreadsheets, word processing, calendar, e-mail and database software in performing work assignments
• Maintains calendar of appointments for the Principal, ensuring the Principal is apprised of all appointments and changes as well as matters requiring immediate attention
• Takes notes of minutes of meetings or hearings and prepares them to be in final document format
• Answers telephone and responds to requested information and/or refers inquiries to the appropriate party
• Arranges appointments and meetings and prepares materials for them
• Compiles a variety of data to be used as a basis for reports and prepares reports or statements
• Maintains files for the Principal, ensuring that material is properly marked and accessible for immediate use by the Principal
• Performs responsible clerical work in the maintenance of complex and confidential records and files, both manually and by use of computers
• Opens, sorts, and screens incoming mail and answers routine correspondence; routes remainder to the appropriate party
• May assign and check the work of other clerical employees
• Uses other software applications such as spreadsheets, calendar, e-mail and database software in performing work assignments

REQUIRED KNOWLEDGE, SKILLS, ABILITIES, ATTRIBUTES:

• Thorough knowledge of the responsibilities of an executive secretary
• Good knowledge of general business terminology, procedures and equipment
• Good knowledge of business English, spelling and arithmetic
• Good knowledge of the capabilities of computer systems equipment to produce various formats/documents such as correspondence, reports, tables, charts and file storage/retrieval
• Ability to manipulate a standard alphanumeric keyboard at a rate of not less than 35 words per minute
• Ability to effectively use computer applications such as spreadsheets, word processing, calendar, e-mail and database software
• Ability to understand and carry out complex oral and written directions
• Ability to compose and edit routine letters and memoranda
• Ability to handle administrative details independently
• Ability to deal effectively with others
• Ability to read, write, understand and communicate in English sufficiently to perform the essential functions of the position
• Ability to compile data and prepare reports
• Ability to develop and maintain good working relationships with others
• Clerical aptitude; accuracy; resourcefulness; initiative; physical condition commensurate with the duties of the position

MINIMUM QUALIFICATIONS:

• Graduation from high school or possession of a high school equivalency diploma and either (a) five (5) years of secretarial experience in support of higher level administrator(s), or a department or unit head, three (3) years of which must have involved the use of computer applications to maintain records and produce correspondence; or (b) graduation from a post high school secretarial or business school with a degree or certificate
  * in secretarial sciences, office technology or closely related field and three (3) years of the specialized experience using computer applications as described in (a).
• Satisfactory completion of 30 college credits
  ** may be substituted on a year for year basis for up to four (4) years of the secretarial experience described above. Candidates must have at least one (1) year of the specialized experience using computer applications described in (a).
• *…