Secretary II

Local District Classification Plan

Summary Class Title: Secretary II

Perform advanced-level secretarial duties for a Director-level administrator of a major District function requiring independent judgment and analysis; plan, organize and coordinate office activities and communications to relieve the administrator of routine administrative and clerical details.

Secretary II incumbents report to a Director-level administrator with responsibilities for overall program administration of a large, complex District function and perform administrative assistance duties. Secretary I incumbents report to a District coordinator, specialist or other administrator having responsibility for a program of smaller size, complexity and impact and perform responsible administrative assistance duties.

Representative Duties:

• Serve as secretary to a District-level Director or administrator of a large, complex program or function; plan, organize and coordinate activities to relieve the administrator of routine clerical details.
• Interview and screen callers and visitors, including students, teachers, administrators, parents, vendors and the public and provide information or direct to appropriate personnel; provide detailed and technical information concerning District policies, procedures and established regulations.
• Communicate with parents and District personnel on confidential or sensitive issues; screen incoming calls to gather and exchange information.
• Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters and notices; prepare Board agenda items and related materials as assigned; compose correspondence or prepare from rough draft.
• Coordinate enrollment of elementary and secondary school students; during summer months process and register students for fall classes; coordinate the inter-district transfer of students into and out of the District; coordinate registration of foreign students into District schools and assure proper immigration documents are completed.
• Type a variety of items including inter-office communications, requisitions, forms, letters, special projects, legal documents and other materials; establish, modify and maintain project and confidential filing systems.
• Train and provide work direction to other clerical personnel as assigned.
• Research and compile information and compute statistical data for federal, State and District reports and special projects as assigned.
• Schedule meetings, conferences and appointments for the Director; maintain Director's calendar; arrange for conference rooms and refreshments; arrange and schedule travel accommodations as necessary.
• Assist in the maintenance of department budgets; enter data into computer to charge appropriate accounts; review invoices, requisitions and purchase orders for accuracy, completeness and compliance with department and District policies; inspect and verify accuracy of District financial reports with office records; research and resolve discrepancies as needed.
• Review or prepare a variety of materials and documents, including financial documents, invoices, inventory records and statistics; order supplies and materials and prepare purchase orders; assure adequate forms and supplies to support office operations.
• Attend a variety of meetings; prepare and send out notices of meetings; collect and compile information for meetings, projects and workshops; prepare and distribute minutes.
• Take and transcribe dictation of letters, reports, bulletins, meetings and memoranda as required; transcribe materials from dictation equipment as required; provide secretarial and clerical assistance to other staff as necessary.
• Maintain a variety of complex personnel records, time sheets, lists, files and records, including confidential materials.
• Compile data for budget; post and maintain budget and financial records of a variety of programs; monitor account balances and record expenditures.
• Receive, open and screen incoming mail and independently compose replies according to established procedures.
• Operate a variety of office equipment such as typewriter, computer terminal, FAX machine, copier and calculator.
• Coordinate communications between supervisor and other District staff and the public.
• Perform related duties as assigned.

Knowledge and Abilities:

Knowledge of:

• Modern office practices, procedures and equipment.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• District organization, operations, policies and objectives.
• Organization, rules, regulations and programs related to an assigned office or function.
• Operation of a computer terminal and data entry techniques.
• Software applications used by the District, including word processing and spreadsheets.
• Financial and statistical record-keeping techniques.
• Basic budget monitoring and control.
• Telephone techniques and etiquette.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Interpersonal skills using tact, patience and courtesy.

Ability to:

• Perform advanced-level secretarial duties requiring independent judgment and analysis.
• Plan, organize and coordinate office activities and communications to relieve the Director of routine administrative and clerical details.
• Work independently with little direction.
• Type at an acceptable rate of speed.
• Analyze situations accurately and adopt an effective course of action.
• Compose independently or from oral instructions letters, memos, bulletins or other material.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Maintain records and prepare reports.
• Communicate effectively both orally and in writing.
• Meet schedules and time lines.
• Add, subtract, multiply and divide quickly and accurately.
• Establish and maintain cooperative and effective working relationships with others.

Education and Experience:

Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and three years of increasingly responsible secretarial and clerical experience.

Licenses and Other Requirements:

Some positions in this class may be required to take and transcribe shorthand at an acceptable rate of speed.