1.0 FTE Administrative Secretary

Administrative Secretary

Position: Administrative Secretary Position FTE: 1.0 Pay Grade: 8 Starting Wage: $20.82 Days Per Year: 221 Shift hours: 8-4:30pm Class Summary: Previous education, training or work or life experience, which provides reasonable evidence of the successful performance of the various tasks, listed. Four Years of administrative, Secretarial or Managerial Experience.

Essential Duties:

• Greets visitors, answers questions/concerns from the general public and/or staff concerning policy/procedures and provides standard/detailed information.
• Coordinates appointments; facilitates school/parent communications; and schedules school principal's appointments and/or meetings.
• Types administrative letters, correspondence, reports, and evaluations; maintains appropriate filing systems according to established procedures.
• Provides information and direction to lower level office personnel. Assigns projects and prioritizes workload requirements according to established procedures.
• Composes standard correspondence, reports and memos.
• Tracks/monitors various financial accounts and budgets on a computer and/or a general ledger. Generates necessary reports, processes purchase orders and warehouse requisitions, receives student fees (e.g., processes student activity monies) disburses petty cash, writes checks as necessary, verifies fund balances, reconciles accounts and maintains requisite filing systems and prepares billing statements according to established guidelines.
• Issues keys to appropriate personnel as directed by school principal, maintains and updates appropriate records, and coordinates key returns/inventory during the school year.
• Maintains substitute files and coordinates/arranges staff temporary replacements.
• Prepares and/or reviews and forwards timesheets for certified, classified and/or substitute payroll and prepares administrative leave forms as necessary.
• Monitors students sent to the school office for disciplinary and/or health reasons.
• Assists in and/or reviews/coordinates facility use requests and processes requisite permits according to established guidelines.
• Monitors and performs student enrollment and withdrawal procedures. Registers students; assigns courses; introduces student/parents to instructor's); assigns student identification number, enters appropriate information into a computer system and maintains requisite filing/record-keeping systems.
• May be required to provide additional administrative assistance in the following areas: coordinates student field-trips and extra-curricular activities; participates in the scheduling/coordination of school assemblies and other related activities (e.g. school pictures); and prepares school newsletter.

Knowledge: Thorough knowledge of office skills to include computer operations, word processing, spreadsheet, database, telephone skills, customer service skills and basic office management/accounting skills.

Skills (position requirements at entry): Computer Operations to include advanced skills in word processing, databases, spreadsheets, and desktop publishing.

Training and Experience (position requirements at entry): Previous education, training, work or life experience which provides reasonable evidence of the successful performance of the various tasks listed. Such experience may be evidenced by three to five (3-5) years of responsible secretarial work.

Licensing Requirements (position requirements at entry): A valid Alaskan Driver's License.

Physical Requirements: Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Matanuska-Susitna Borough School District