Secretary, Auxiliary Services

Administrative Department Office Clerk

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

Qualifications:

• High school diploma or GED

Special Knowledge/Skills:

• Proficient word processing and file maintenance skills
• Effective organizational, communication, and interpersonal skills
• Ability to use personal computer and software to develop spreadsheets, databases, and do word processing
• Knowledge of basic accounting principles

Experience:

• 3 years secretarial experience, preferably in a school setting.

Major Responsibilities:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Records, Reports, and Correspondence:

1. Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.
2. Compile, maintain, and file all reports, records, and other documents as required.
3. Update handbooks, policy manuals, and other documents as assigned

Reception and Phones:

1. Schedule meetings and appointments and maintain calendar for the department supervisor.
2. Receive incoming calls, take reliable messages, and route to appropriate staff.

Accounting and Inventory:

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

Other:

1. Serve as the department communications member to update department calendars, webpages, and social media sites with current notices as directed by the district communications specialist and executive supervisor.
2. Maintain a schedule of appointments and make travel arrangements for department staff.
3. Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
4. Receive, sort, and distribute mail and other documents to department staff.
5. Maintain confidentiality of information.
6. Follow district safety protocols and emergency procedures.
7. Maintain confidentiality.
8. Must be present regularly in person.

Supervisory Responsibilities:

1. None

Mental Demands/Physical Demands/Environmental Factors:

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

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

Motion: Repetitive hand motions; 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

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