Administrative Secretary (Internal Applicants Only)

Administrative SecretaryJob Title: Administrative Secretary Pay Grade: SA 7 (Guidance & Counseling) Min $33,358/Mid $41,692/Max $50,027Reports To: Director of Guidance & Counseling FLSA Status: Non-exempt Dept./School: Guidance & Counseling Minimum Duty Days: 226 daysPrimary PurposeOrganize and manage the routine work activities of an administrative department office and provide clerical services to the department head and other staff members.Minimum RequirementsHigh school diploma or GED from a school recognized by the Texas Education Agency/ Texas Private School Accreditation CommissionThree years of secretarial or clerical experience, preferably in a public education environmentSpecial Knowledge/SkillsProficient in typing skills and knowledge of Microsoft Office Programs: Word Processing, Excel, PowerPoint, and Publisher.Possess file maintenance skills.Ability to work under pressure.Knowledge of social media digital technology.Effective organizational, written and oral communication, and interpersonal skills.Ability to use personal computer to perform administrative clerical services.Possess a strong work ethic and professional integrity.Major Responsibilities and Duties1. Maintain confidentiality of information.2. Prepare correspondence forms, schedules, reports, etc., for the administrative staff and department using personal computer.3. Compile pertinent data as needed when preparing various state and local reports.4. Maintain physical and computerized departmental files.5. Maintain student records as needed.6. Organize and maintain student, employee, and department files.7. Schedule, prepare, and organize appointments, training meetings, and staff schedules while maintaining department and district calendar of events.8. Ensure that purchase requisitions, payroll, mileage, correspondence, memos and other written communications are submitted on a timely basis.9. Maintain publicity files.10. Secure material and/or equipment needed for the Guidance/At-risk program.11. Perform routine bookkeeping tasks, including simple arithmetic operations, for the department.12. Assist with the preparation of purchase orders and payment authorizations.13. Keep accurate records of reports and purchase orders.14. Keep up-to-date inventory of materials.15. Order office supplies for the Guidance Department.16. Submit registration and travel requests for the guidance department.17. Input budget for the guidance department.18. Monitor and process personnel time records including leave requests and reports; compile information and submit to central office.19. Answer incoming calls, take reliable messages, and route to appropriate staff.20. Maintain a schedule of appointments and make travel arrangements for administrative Staff.21. Receive, sort, and distribute mail and other documents to department staff.22. Performs such other duties as may be assigned.Supervisory Responsibilities NoneEquipment Used Telephones, Personal Computer, Copier, Printer, Fax, Adding Machine, Electric Hole Puncher, Overhead Projector, TV Monitor, Portable Binding Equip., Electric Stapler, Camera, Camcorder, Recorder, Label Maker, and Paper Cutter.Working ConditionsFrequent work interruptions.Repetitive hand motions due to prolonged use of computer and other office machines.Mental demands require maintaining emotional control under stress.Occasional prolonged and irregular working hours.The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.