Administrative Secretary

Administrative Secretary

The job of Administrative Secretary is done for the purpose of supporting the Administrator's critical administrative functions and serving on his/her behalf; ensuring efficient operation of support functions; documenting and communicating information, activities and actions; providing interpretation, comparisons and/or recommendations; providing confidentiality and system of access to information; directing correspondence for prompt action; and determining appropriate action/referral to achieve resolution.

Assists other personnel for the purpose of supporting them in the completion of their work activities.

Attends meetings as assigned (e.g. budget, planning, etc.) For the purpose of representing the Administrator, conveying and/or gathering information.

Compiles data from a variety of sources for the purpose of complying with financial, legal and/or administrative requirements.

Composes documents (e.g. correspondence, bulletins, newsletters, etc.) for the purpose of documenting events, providing and/or requesting information.

Maintains documents, files and records (e.g. administrative records, office procedures, forms, inventory, DES etc.) for the purpose of providing up-to-date reference and audit trail for compliance.

Monitors assigned district activities and/or program components for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.

Prepares written materials (e.g. calendars, reports, memos, letters, handbooks, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.

Processes documents and materials (e.g., work orders, forms, etc.) For the purpose of disseminating information to appropriate parties for action.

Researches discrepancies in processes and/or documentation for the purpose of ensuring adherence to appropriate administrative and/or legal guidelines.

Responds to inquiries from a variety of internal and external parties (e.g. Staff, parents, other schools, public agencies, etc.) For the purpose of providing information, facilitating communication among parties and/or providing direction.

Supports assigned administrative personnel for the purpose of providing assistance with their administrative functions and/or serving as a liaison between the department and other staff, students, parents and/or community agencies.

Assists other personnel for the purpose of supporting them in the completion of their work activities.

Maintains inventories of supplies and materials (e.g. forms, office supplies, etc.) For the purpose of ensuring items' availability.

Learning Development- Level C Sufficient to read and write technical instruction, understand standardized methods, operate specialized and varied equipment, perform standard mathematical applications. Learning development involves the equivalent of some technical or vocational training beyond high school, often resulting in a certification.

Problem Solving - Level 2 Work situations require consideration and interpretation of circumstances or information to choose the most effective responses. Solutions may be somewhat technical, yet are relatively straightforward, obvious and well-defined once problems are understood. Responses come from the realm of prior learning and experiences

Physical Skill - Level B Some learned physical skill is required. Certain coordinated finger, limb, or body movements must be performed in the course of regular work routines. These can usually be learned and competency developed on the job over a relatively short period of time.

Physical Effort - Level 1 Minimal physical exertion is required. Most job time is spent sitting with occasional walking. Occasional lifting, guiding, and carrying of lightweight materials or equipment.

Human Relations Skill- Level A Job requires ordinary conversational skills and courtesy to exchange Routine information, provide routine assistance, and/or help maintain harmony among work associates.

Scope of Contacts - Level 1 The important job contacts are with peers in the immediate work group and immediate supervisor. Occasional contact with individuals outside the organization may occur.

Performance Environment - Level A Changes in environments, work pressure, disturbances of work flow, and irregularities in work schedule are infrequent.

Physical Working Conditions - Level 1 Generally good working conditions. Little or no exposure to extremes in noise, temperature, etc. little or no exposure to safety or health hazards.

Level of Accountability -Level B Responsible for producing journey-level work output on an independent basis subject to supervisory direction and review.

Organizational Impact - Level 1 Work results impact the immediate work section with little effect beyond. Responsible for results or services that facilitate the work of others in a specific work group.

Experience: Job related experience with increasing levels of responsibility is desired.

Education: High School diploma or equivalent.

Certifications/Clearances: Must possess a valid Arizona DPS Level One IVP Fingerprint Clearance Card while employed.

FLSA Status: Non Exempt

Pay Schedule: Hourly - Grade 111

Work Calendar: Support 11 Month, 12 Month Short, 12 Month Long

Gilbert Public Schools