Secretary III - Anticipated Openings

Secretary IIIThis 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 equipmentOperates 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 inquiriesSets up meetings, including contacting participants, reserving meeting rooms and audio-visual equipment, preparing or overseeing preparation of materials for meetingPerforms student services tasks such as enrollment and withdrawal of students using the computer network systemPrepares supporting documents for student discipline referralsServes as the school treasurer if assigned to an elementary schoolAttends 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 schoolProvides assistance to parent and student organizations and serves as liaison with parents, community and inter-agency personnel and provides pertinent information to staff and publicMakes travel arrangements for supervisor(s) as neededTypes purchase requisitions, travel requests, Board Recommendations, etc.Uses a computer, software, and printer to accomplish complex word processing, database, spreadsheet, and presentation tasks as requiredEstablishes and maintains all records, systems and procedures necessary to the office administration of a major program or projectMaintains school master calendar and coordinates activities for use of building and processing building permitsMaintains visitor registration bookResearches and queries records and databases and prepares statistical and summary reports as needed or requestedResearches and compiles background data necessary to complete work and assist staff membersOrders office supplies and maintains supply inventories and recordsCompletes school/department payroll and distributes appropriate attendance formsMonitors budgets and may be clerk/custodian of fundsReconciles, verifies, documents and prepares payroll forms and recordsVerifies accuracy and completeness of records, invoices, vouchers, forms, applications, budgets, proposals, reports and correspondenceOrients substitutesCoordinates special program eventsDelegates and coordinates work of office assistants/or other office support staff in the departmentProcesses daily mail as neededExercises organizational and time management skills to complete tasksAttends meetings and in-services as requiredPromotes customer service by personal appearance, attitude and conversationPromotes good safety practices and proceduresMaintains respect for confidential informationCoordinates maintenance and repair of office equipmentMaintains distribution schedule of bulletins and reportsMaintains knowledge of specific program area and Akron Public Schools' policies and proceduresTravels locally and outside of district as requiredPerforms related work as requiredRequirement: Required Knowledge, Skills, and Abilities:Considerable knowledge of modern office practices and procedures and the operation of standard office equipmentConsiderable knowledge of business English, including spelling, punctuation and grammarConsiderable knowledge of document format constructionConsiderable knowledge of the use of personal computers and related software to perform office support workKnowledge of Akron Public Schools' rules, regulations procedures and functionsSkill in carrying out basic mathematical calculations and in formatting and presenting standard statistical dataSkill in establishing and maintaining manual and computerized file, database and spreadsheet systemsSkill in the use of modern office equipment for purposes of communicating, duplicating, data entry and retrieval, and word processingSkill in composing and preparing business letters, reports, and other documents using proper spelling, grammar, punctuation and format constructionSkill in establishing and maintaining effective working relationships with other personsSkill in accurately sorting, organizing and filing documents and data alphabetically, chronologically and numericallySkill in communicating ideas and directions clearly and effectively both orally and in writingAbility to type at a speed and accuracy level determined at the time of examinationAbility to plan, assign and coordinate the office support activity of other employeesAbility to anticipate and prepare materials needed for meetings, procedures, and eventsAbility to prioritize, organize, time manage and problem solve office support activitiesAbility to develop, design and implement office activity procedures and operationsAbility to follow oral and written instructionsMinimum Qualifications:Graduation from an accredited high school or G.E.D.A minimum of three years of experience in responsible office support workConditions:Ability to perform a wide variety of tasks concurrently with constant interruptionsEquipment Operated:Personal computer with related software and printerPhotocopierCalculatorTelephoneFacsimileTypewriterScannerElectronic transcription equipmentIntercom/PA equipmentSecurity buzzerOther equipment relevant to job dutiesAdditional Working Conditions:Frequent repetitive hand motion, e.g., typing, keyboarding, filingFrequent interruptions by telephone, security buzzer staff and visitors to the officeFrequent exposure to blood, bodily fluids, and tissueFrequent interaction with irate visitors and/or unruly children not to include supervision of unruly childrenOccasionally may be required to sit for long periods of timeOccasionally required to work a flexible scheduleOccasionally required to attend in-service and training sessionsOccasionally required to travel