Administrative Secretary I

Administrative Assistant

This position will be located in the Rosemont Annex and will support the ESL & World Languages departments.

General Responsibilities

Serves as personal secretary and administrative assistant to a senior Norfolk Public Schools (NPS) administrator. Relieves supervisor of routine administrative tasks and ensures smooth and efficient operation of the supervisor's office. An employee assigned to a position in this class is responsible for the clerical operation of the subdivision, requiring frequent contacts with top level officials of the school system, colleges, universities and area business leaders; and the handling of unusually difficult, complex, and confidential matters within the field. The work involves all facets of secretarial functions and activities, including technical typing, word processing, voice transcription, bookkeeping, and public relations. Employees frequently work independently when dealing with complaints, information dissemination, and other departments within the school system. Positions allocated to this class serve major organization components of the school system and require an understanding of system-wide and administrative procedures. The work entails executing financial transactions and maintaining financial records.

Education and Experience

Requires a high school diploma and 2-3 years of related administrative support experience. Must have experience with Microsoft Word, and Excel. An Associate's Degree, at least three years of customer service experience, and MUNIS familiarity preferred. As this position will support our ESL programs and International Welcome Center, candidates with bilingual Spanish skills are encouraged to apply.

Essential Job Functions

• Plans, initiates, and carries to completion division, program or administrative secretarial support activities; develops, monitors and modifies office procedures, and organizes office projects and processes.
• Provides input regarding clerical staff evaluation and disciplinary action.
• Serves as the main contact person for parents, schools or vendors.
• Works with school clerical personnel in the event of unanticipated absenteeism; designating personnel to substitute as necessary to ensure adequate coverage of office or schools.
• Arranges meetings, conferences, and coordinates associated logistics.
• Maintains inventory of office supplies and reorders supplies as deemed necessary; maintains office equipment and determines when and who to call for repair; maintains telephone system, which includes computerized entries to update individual or departmental telephone needs.
• Maintains and manages financials records, including collecting, depositing, and tracking money associated with department programs.
• Screens supervisor's telephone calls and mail, and personally responds to those that can be handled at the secretarial level, forwarding the remaining calls/mail to supervisor with pertinent background material, screens visitors, responding to inquiries, referring to others as required, arranging appointments; makes appointments for supervisor or other administrative personnel; maintains supervisor's calendar; makes travel arrangements.
• Reviews all outgoing correspondence from a number of subordinate sections for format, spelling, punctuation, and grammar before submitting for supervisor's signature; may supervise and/or coordinate activities with school clerical staff; types a variety of correspondence and reports using a computer or other word processing device; processes statistical reports, forms and newsletters requiring a number of separate tabulations, often utilizing electronic-spread sheet programs; takes and transcribes meeting minutes; signs supervisor's name to correspondence of a routine nature.
• Composes routine correspondence, newsletters and other communications; compiles data for questionnaires; prepares in service materials; maintains control records on incoming correspondence; prepares court documents for warrants of debt; and action documents, and follows up on work in progress to ensure timely response or action.
• Organizes office projects such as dissemination of program materials, preparation of invitations, special mailings, or assembly of guides, manuals, and training materials.
• Attends meetings and conferences, taking official minutes; researches and develops material for use in official engagements.
• Submit insurance claims online to third party administrator and provide claim information to insurance carriers involving private automobiles.
• Collects financial payments from the public for debts to the school system for loss associated with damage.
• Performs other duties as assigned.