Confidential Secretary - Student Services (Morton)

Confidential Secretary

The job of Confidential Secretary was established for the purpose of providing a wide variety of complex and confidential administrative and secretarial support to assigned administrator, conveying information regarding department functions and procedures, ensuring efficient operation of support functions, and coordinating assigned projects and site activities.

Essential Functions

Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, employee records, financial records, reports, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.

Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, meeting minutes, charts, periodic and ad-hoc reports, operational procedures, manuals, purchase orders, payroll and attendance, budget documents, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.

Processes a wide variety of documents and materials (e.g. time sheets, work orders, requisitions, travel reimbursements, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.

Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.

Schedules a wide variety of activities (e.g. appointments, meetings, travel arrangements/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for assigned administrator.

Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities between DCTS and DCIU as necessary; develop partnerships with area businesses; present updates to Local Advisory Committee (LAC) members and actively participate on LAC subcommittees or Occupational Advisory Committee (OAC)) for the purpose of supporting the Perkins program and DCIU initiatives.

Serves as Team Leader for the purpose of developing a recruitment schedule in collaboration with the sending school districts and the recruitment team including specialized recruitment efforts for specific programs.

Performs other duties as assigned (e.g. maintain and identify advanced placement classes for each sending school; coordinate Parent Night) for the purpose of ensuring the efficient and effective functioning of the work unit.

Compiles data from a wide variety of sources (e.g. time sheets, calendars, expenditures/budget, Internet research, etc.) for the purpose of preparing reports, and/or preparing information for assigned administrator.

Coordinates a wide variety of projects, functions and/or program components (e.g. meetings, in-service events, travel and accommodations, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.

Monitors a wide variety of activities on behalf of assigned Administrator (e.g. program components, meeting arrangements, account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.

Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.

Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Performs duties of a sensitive and confidential nature for the purpose of negotiations, labor contracts, personnel and salary.

Presents information on administrative procedures (e.g. department/program policies, submission procedures, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel.

Procures supplies and materials for the purpose of maintaining availability of required items.

Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.

Researches a variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information and/or recommendations that address a variety of administrative requirements.

Minimum requirements:

• High school diploma
• Proficient in computer skills
• Excellent organizational skills
• Ability to handle multiple projects and follow through to completion
• Excellent oral and written communication skills

Delaware County Intermediate Unit