Attendance Secretary

Secretary

Under occasional supervision, performs secretarial and clerical duties of moderate variety and complexity to maintain effective and efficient office operations. Reports to the immediate supervisor as assigned.

Specific Duties and Responsibilities:

• Composes and types memos, letters and reports for the signature of supervisor.
• Conducts general clerical and secretarial functions, including but not limited to typing, copying and filing documents, processing various forms and applications, collating materials, scheduling appointments and maintaining supervisor's calendar, maintaining records and files, processing mail, ordering supplies, etc.
• Researches, gathers and organizes pertinent data as needed from files and documents in the office or other sources for supervisor's use.
• Conducts bookkeeping tasks associated with the specific position, including receiving, depositing and posting to accounts any funds receipted, and processing purchase orders and accounts payable.
• Receives and responds to inquiries and concerns from the public; refers problems to appropriate staff person for resolution.
• Assists supervisor and other staff persons with special projects as assigned.
• May conduct receptionist duties by answering the telephone, screening callers, and greeting, announcing or routing visitors.
• Receives, reviews, prepares and/or submits various records and reports including invoices, requisitions, change orders, travel forms, budget documents, expenditure request forms, payroll records, financial reports, meeting agendas and minutes, special and routine reports, inventory reports, memos, and correspondence.
• Operates a variety of equipment such as a computer, printer, copier, fax machine, binding machine, folding machine, paper shredder, audio-visual equipment, calculator, and telephone; makes arrangements for office equipment maintenance and repair as needed.
• Interacts and communicates with various groups and individuals such as the immediate supervisor, Superintendent, other District administrators and staff, school administrators and staff, co-workers, student aides, students, parents, outside government/business/community agencies, sales representatives, service / repair persons, and the general public.

Minimum Education and Training:

• Requires vocational/technical diploma in business administration, secretarial science or closely related field supplemented by one year of secretarial experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.

Minimum Qualifications and Standards:

• Required Physical Requirements: Must be physically able to operate a variety of machines and equipment including a computer, basic office equipment, recording equipment, telephone, etc. Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. Must be able to lift and/or carry weights of five to ten pounds.
• Data Conception: Requires the ability to compare and/or judge the readily observable functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
• Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. This includes receiving assignments and/or direction from supervisors.
• Language Ability: Requires ability to read a variety of policies and procedures, computer manuals, financial documents, reference materials, etc. Requires the ability to enter data into the computer and prepare correspondence, narrative and numerical reports, purchase orders, etc. with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control and confidence.
• Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic or schedule form. Requires the ability to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information and to understand and implement basic office machinery functions.
• Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow and give verbal and written instructions. Must be able to communicate effectively and efficiently with persons of varying educational backgrounds and in a variety of technical and/or professional languages.
• Numerical Aptitude: Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals and to determine time. Must be able to use practical applications of fractions, percentages, ratio and proportion.
• Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape, and visually read various information.
• Motor Coordination: Requires the ability to coordinate hands and eyes using office machinery.
• Manual Dexterity: Requires the ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, etc. Must have minimal levels of eye/hand/foot coordination.
• Color Discrimination: Does not require the ability to differentiate colors and shades of color.
• Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines.
• Physical Communications: Requires the ability to talk and/or hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear).