Secretary, Auxiliary Services

Administrative Department ClerkUnder 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.High school diploma or GEDProficient word processing and file maintenance skillsEffective organizational, communication, and interpersonal skillsAbility to use personal computer and software to develop spreadsheets, databases, and do word processingKnowledge of basic accounting principles3 years secretarial experience, preferably in a school setting.Major ResponsibilitiesRecords, Reports, and CorrespondencePrepare 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.Update handbooks, policy manuals, and other documents as assignedReception and PhonesSchedule meetings and appointments and maintain calendar for the department supervisor.Receive incoming calls, take reliable messages, and route to appropriate staff.Accounting and InventoryPerform 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 them in accordance with district procedures.OtherServe 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.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.Maintain confidentiality.Must be present regularly in person.Supervisory Responsibilities: NoneMental Demands/Physical Demands/Environmental FactorsEquipment Used: Standard office equipment including personal computer and peripherals.Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twistingMotion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reachingLifting: Occasional light lifting and carrying (less than 15 pounds)Environment: May work prolonged or irregular hoursMental Demands: Work with frequent interruptions; maintain emotional control under stress