Community Relations Secretary

Job Description

Title: Community Relations Secretary

Location: Administrative Service Center

Reports to: Executive Director, Communications & Community Engagement

Department: Community Relations

Hours / Work Times: 8 Hours Per Day (7:30 a.m.

- 4:30 p.m., 1 hr unpaid lunch)

Schedule: 260 Days Per Year, Permanent

Classification Group: Secretarial Class II

Salary Placement: New employees will start at the minimum hourly rate in the classification salary range. Employees who have verified prior years of service of similar occupational experience may receive experience credit toward salary step placement.

Under the general supervision of the Executive Director, Communications & Community Engagement, this position is responsible for assisting the Executive Director in the smooth running of the department by performing a variety of functions to ensure that department, district, and community needs are being met in a timely manner.

• Work closely with building administrator(s) in the daily administration and operation of the building and/or department.
• Communicate with a variety of persons (students, parents, staff, patrons, and agencies) to provide information, ascertain and prioritize needs, and furnish assistance as appropriate.
• Greet guests in the Administrative Service Center’s main lobby and help direct them to the appropriate staff member, department, or conference room.
• Answer and direct the District’s incoming calls through the main switchboard; provide callers with proper information or direct them to the proper staff member or resource.
• Monitor assigned district activities and/or program components to ensure compliance with financial, legal, and administrative requirements.
• Process a variety of documents, mail, and materials for dissemination to appropriate parties; type correspondence, reports, and forms as needed.
• Maintain departmental budget accounts.
• Maintain a variety of student records and files (manual and computer) to document and provide reliable information.
• Prepare and maintain a variety of records, reports, and written materials to convey information and meet state, federal, and district requirements.
• Maintain a variety of information, files, and records to provide an up-to-date reference and audit trail for compliance.

• Perform other related duties as assigned.

• Vision : 66–100%
• Hearing : 66–100%
• Speaking : 66–100%
• Bending :
  Up to 33%
• Standing : 33–66%
• Sitting : 33–66%
• Writing : 66–100%
• Pushing :
  Up to 33%
• Pulling :
  Up to 33%
• Use of hands and/or arms for repetitive motion : 33–66%
• Lifting/Carrying up to 50 lbs. : 33–66%
• Acceptable Attendance

• Reading Documents : 66–100%
• Problem Solving : 66–100%
• Confidentiality : 66–100%
• Verbal Communication : 66–100%
• Written Communication : 66–100%
• Multiple Concurrent Tasks : 66–100%
• Constant Interruptions : 66–100%
• Math : 33–66%

Computer, typewriter, telephone, 10‑key calculator, fax machine, copy machines, and all other tools and equipment necessary to perform the essential functions.

• Typing/keyboarding skills of 50 wpm with accuracy.
• A minimum of two years of experience in a related field or equivalent training.
• Demonstrated ability to operate the office equipment listed in the Tools section.
• Demonstrated ability to communicate effectively, using proper grammar, spelling, and punctuation both verbally and in writing.
• Demonstrated ability to perform general office procedures with accuracy.
• Must be able to acquire a working understanding of account codes.
• Demonstrated ability to perform independently.
• Must be accurate, dependable, tactful, and confidential.
• Problem‑solving skills required.
• Must be proficient in mathematics.
• Demonstrated ability to perform on the computer using Windows environment and related Microsoft applications.
• Must be self‑motivated toward assigned duties, work well under pressure, and possess the ability to work with constant interruptions in a positive manner.
• Demonstrated ability to establish and maintain positive relationships with others as part of a team.

• Knowledge/aware…