Secretary, Director

Secretary, Director

Reports to: Director(s) Bilingual and PEIMS

Dept./School: Central Administration Office

Exemption Status/Test: Non-Exempt

Days: 226

Pay Grade: CT5

Primary Purpose:

Assist with daily operation of the Bilingual and PEIMS offices and provide clerical services to the Director(s).

Qualifications:

Education/Certification:

• High school diploma or GED equivalent (recognized by the Texas Education Agency or a regional accrediting agency)
• Candidate must have satisfactory outcome of fingerprinting background check. Non-refundable fee (approximately $50.00) paid by the employee

Special Knowledge/Skills:

• Knowledge of school district organization, operations, and administrative policies
• Ability to read and comprehend instructions, short correspondence, and memos
• Ability to make independent decisions regarding planning, organizing, and scheduling
• Excellent public relations, organization, communication, and interpersonal skills
• Ability to use software to develop spreadsheets, perform data analysis, and do word processing
• Ability to multi-task numerous complex administrative activities

Experience:

• 3 years or more advanced secretarial experience with extensive contact with people

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare correspondence, memorandums, forms, requisitions, and reports for these offices using personal computer.
2. Receive and process work orders.
3. Compile pertinent data to prepare various required state and local reports.
4. Maintain physical and computerized departmental files on departmental issues.
5. Keep up-to-date files for all department employees.
6. Maintain appropriate student records as needed.

Phones

1. Answer incoming calls, take messages, and route them to appropriate staff.
2. Answer incoming calls and handle questions and requests that fall within level of responsibility.

Accounting

1. Assist with preparation of purchase orders and payment authorizations.
2. Compile and report time records or prepare payroll on employees.

Date Entry

1. Input all supply and equipment purchase information in computer.
2. Input student and staff information in computer.

Other

1. Order office supplies for department.
2. Welcome all visitors and handle their requests or refer them to appropriate personnel.
3. Maintain effective rapport with general public and handle any problems or concerns in a prompt and courteous manner.
4. Maintain a schedule of appointments and make arrangements for conferences and interviews.

Supervisory Responsibilities: Monitor the work and issue work assignments to assigned clerical staff.

Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used: Standard office equipment including personal computer and peripherals Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching Lifting: Occasional light lifting and carrying (less than 15 pounds) Environment: May work prolonged or irregular hours; occasional districtwide travel Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.