Secretary III - Anticipated Openings

Secretary III

This is advanced office support work for the Akron Public Schools. An employee in this classification is responsible for providing complex office support for an Akron Public Schools administrative or school office, or major project including the delegation and coordination of the work of other office support personnel. An employee in this classification works under general supervision with considerable opportunity for exercising independent judgment in carrying out the duties and responsibilities of the job, in setting priorities and procedures for the work and in delegating to others.

Functions:

• Transcribes data using electronic equipment
• Operates a variety of modern office equipment such as personal computer with standard and customized business software, printer, photocopier, facsimile, intercom PA system, security buzzer, scanner and calculator to perform various aspects of the work.
• Composes and/or types and proofs office correspondence such as letters, memos, forms reports, bulletins, mailings, facsimiles, time sheets, building permits, attendance cards, teacher lists, graduation and class lists, etc.
• Greets visitors, screens and routes telephone calls, takes messages and provides general information to callers and visitors and answers routine questions or inquiries
• Sets up meetings, including contacting participants, reserving meeting rooms and audio-visual equipment, preparing or overseeing preparation of materials for meeting
• Performs student services tasks such as enrollment and withdrawal of students using the computer network system
• Prepares supporting documents for student discipline referrals
• Serves as the school treasurer if assigned to an elementary school
• Attends Open House, interim/report card pickup sessions, Parent/Teacher conference night, graduation, and other school events outside of normal work hours, if assigned to a school
• Provides assistance to parent and student organizations and serves as liaison with parents, community and inter-agency personnel and provides pertinent information to staff and public
• Makes travel arrangements for supervisor(s) as needed
• Types purchase requisitions, travel requests, Board Recommendations, etc.
• Uses a computer, software, and printer to accomplish complex word processing, database, spreadsheet, and presentation tasks as required
• Establishes and maintains all records, systems and procedures necessary to the office administration of a major program or project
• Maintains school master calendar and coordinates activities for use of building and processing building permits
• Maintains visitor registration book
• Researches and queries records and databases and prepares statistical and summary reports as needed or requested
• Researches and compiles background data necessary to complete work and assist staff members
• Orders office supplies and maintains supply inventories and records
• Completes school/department payroll and distributes appropriate attendance forms
• Monitors budgets and may be clerk/custodian of funds
• Reconciles, verifies, documents and prepares payroll forms and records
• Verifies accuracy and completeness of records, invoices, vouchers, forms, applications, budgets, proposals, reports and correspondence
• Orients substitutes
• Coordinates special program events
• Delegates and coordinates work of office assistants/or other office support staff in the department
• Processes daily mail as needed
• Exercises organizational and time management skills to complete tasks
• Attends meetings and in-services as required
• Promotes customer service by personal appearance, attitude and conversation
• Promotes good safety practices and procedures
• Maintains respect for confidential information
• Coordinates maintenance and repair of office equipment
• Maintains distribution schedule of bulletins and reports
• Maintains knowledge of specific program area and Akron Public Schools' policies and procedures
• Travels locally and outside of district as required
• Performs related work as required

Requirement: Required Knowledge, Skills, and Abilities:

• Considerable knowledge of modern office practices and procedures and the operation of standard office equipment
• Considerable knowledge of business English, including spelling, punctuation and grammar
• Considerable knowledge of document format construction
• Considerable knowledge of the use of personal computers and related software to perform office support work
• Knowledge of Akron Public Schools' rules, regulations procedures and functions
• Skill in carrying out basic mathematical calculations and in formatting and presenting standard statistical data
• Skill in establishing and maintaining manual and computerized file, database and spreadsheet systems
• Skill in the use of modern office equipment for purposes of communicating, duplicating, data entry and retrieval, and word processing
• Skill in composing and preparing business letters, reports, and other documents using proper spelling, grammar, punctuation and format construction
• Skill in establishing and maintaining effective working relationships with other persons
• Skill in accurately sorting, organizing and filing documents and data alphabetically, chronologically and numerically
• Skill in communicating ideas and directions clearly and effectively both orally and in writing
• Ability to type at a speed and accuracy level determined at the time of examination
• Ability to plan, assign and coordinate the office support activity of other employees
• Ability to anticipate and prepare materials needed for meetings, procedures, and events
• Ability to prioritize, organize, time manage and problem solve office support activities
• Ability to develop, design and implement office activity procedures and operations
• Ability to follow oral and written instructions

Minimum Qualifications:

• Graduation from an accredited high school or G.E.D.
• A minimum of three years of experience in responsible office support work

Conditions:

• Ability to perform a wide variety of tasks concurrently with constant interruptions
• Equipment Operated:
• Personal computer with related software and printer
• Photocopier
• Calculator
• Telephone
• Facsimile
• Typewriter
• Scanner
• Electronic transcription equipment
• Intercom/PA equipment
• Security buzzer
• Other equipment relevant to job duties
• Additional Working Conditions:
• Frequent repetitive hand motion, e.g., typing, keyboarding, filing
• Frequent interruptions by telephone, security buzzer staff and visitors to the office
• Frequent exposure to blood, bodily fluids, and tissue
• Frequent interaction with irate visitors and/or unruly children not to include supervision of unruly children
• Occasionally may be required to sit for long periods of time
• Occasionally required to work a flexible schedule
• Occasionally required to attend in-service and training sessions
• Occasionally required to travel