Confidential Secretary- Business Office

Confidential Secretary

Title: Confidential Secretary

Qualifications:

• High School Diploma or equivalent.
• Prior secretarial experience preferred.
• Knowledge of basic office procedures, record keeping and equipment.
• Demonstrated ability for customer service.
• Excellent listening, verbal, and written communication skills.
• Knowledge of word processing, database and/or spreadsheet applications.
• Demonstrated ability to successfully work within a team of people.
• Demonstrated aptitude or competence for assigned responsibilities.
• Required criminal background check & proof of U.S. citizenship, legal alien status, or right to work within the US.
• Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

Reports To: Designated Administrator

Job Goal: To serve as the confidential secretary to an administrator; assist in supervising all other secretarial duties in the department and help coordinate district wide administrative activities relating to the functions of the office.

Performance Responsibilities:

• Supervises and coordinates the efficient workflow of the department relative to the responsibilities of the administrator;
• Oversees the activities of all other secretarial and clerical personnel assigned to the administrator's office;
• Assists in the preparation of all correspondence and reports emanating from the administrator's office;
• Maintains and keeps confidential sensitive information and materials;
• Maintains a regular filing system, as well as a set of locked confidential files, and processes incoming correspondence;
• Maintains a schedule of appointments for the administrator and makes arrangements for conferences, meetings and interviews;
• Maintains strict confidentiality for all information;
• Acts as a liaison between the administrator and other staff in screening and routing inquiries and requests;
• Assists the administrator in compiling data and preparing reports required by law, administrative directive and board policy;
• Receives and properly handles telephone calls, information requests from administrators, teachers, parents, students, business, public, school, community, organizations and governmental agencies and other contacts in a confidential manner;
• Oversees aides, students or volunteers assigned to assist in the office.
• Maintains positive relations with staff, visitors and administrators;
• Maintains required paperwork for activities, records or employment as assigned.
• Effectively utilizes technology programs necessary for the functioning of the department;
• Proofs and recommends changes to written communications and materials from the department;
• Performs all responsibilities in a professional, courteous and cooperative manner while maintaining strict confidentiality of school, school district and Board of Education information and records.
• Successfully completes all other duties as assigned by the administrator.

Terms of Employment: 12 Month, Salary to be approved by the board; Evaluation: Performance of this job will be evaluated annually in accordance with state law and provisions of the Board's policy on evaluation of non-certified staff. Established: 1973, revised 1987, 2006, 2008, 2017, 2023