Secretary; Smith ES

Job Title: Secretary

Reports to: Department Director Assigned

Under moderate supervision organize and manage the routine work activities of a central administrative department office and provide clerical support to a director or department head and other staff members.

Education/Certification:

• High school diploma or GED

• Proficient skills in keyboarding, data entry, word processing, and file maintenance
• Ability to use software to develop spreadsheets and databases and do word processing
• Ability to prioritize workflow to address the multiple needs of the supervisor or the department
• Ability to multi-task numerous complex administrative activities
• Basic math skills
• Effective communication and interpersonal skills

____ years secretarial experience

• Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.
• Compile, maintain, and file all reports, records, and other documents as required.

• Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.
• Order and maintain inventory of office supplies and program equipment.
• Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.

• Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
• Maintain a schedule of appointments and make travel arrangements for department staff.
• Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
• Receive, sort, and distribute mail and other documents to department staff.
• Maintain confidentiality of information.
• Follow district safety protocols and emergency procedures.

None.

Tools/Equipment Used:
Standard office equipment including personal computer and peripherals.

Posture:
Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion:
Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting:
Occasional light lifting and carrying (less than 15 pounds)

Environment:
May work prolonged or irregular hours; occasional district wide travel.

Mental Demands:
Work with frequent interruptions; maintain emotional control under stress