MUST UPLOAD HS DIPLOMA/GED AND RESUME

REQUIRED:

• High School Diploma or General Equivalency Diploma (GED) in English,
• Three (3) years secretarial/clerical experience required
• Training in budget and agenda preparation required;

PREFERRED:

Ability to maintain knowledge of modern business practices and procedures and of computer terminology; experience in personal computers and office management.  One (1) year college or technical school preferred. Prefer three (3) years of secretarial experience in a public environment.

DUTIES AND RESPONSIBILITIES:

Greets visitors (students, teachers, parents, applicants, staff, vendors, etc.) in a courteous, friendly and professional manner, ascertains nature of business, assists as appropriate, and conducts visitors to Administrator/Principal or appropriate person as needed.  Answers telephone in a courteous, friendly and professional manner, gives information to callers takes accurate and complete messages, conveys messages, places outgoing calls, and runs errands within Administrative Building/Campus/Department.  Reads, routes and prepares incoming and outgoing mail; locates and attaches appropriate file to correspondence to be answered by Supervisor/Principal.  Composes and types routine correspondence; types or enters information or data into computer to prepare correspondence, schedules, standard forms, memoranda and other documents as needed; compiles and types first draft of reports; forwards to administrative staff for approval.  Takes dictation, transcribes notes on typewriter or computer, or transcribes from voice recordings.  Types requisitions for supplies (receives and distributes), cash payments, and maintenance requests; types computer, maintenance, and materials requisitions as needed; receives and solicits requests for equipment and supplies from staff, teachers, etc.; follows-up on requests and status of requisitions.  Verifies and inputs PEIM information.  Proofreads correspondence, records, forms, data and/or documents (such as: agenda items, reports, personnel requisitions, student records, bid requests, purchase requisitions) for accuracy and completeness; makes corrections and updates to records as necessary; enters data in computerized tracking system; sorts, files and maintains records.  Maintains accurate and current filing system; sorts and files records, correspondence and other documents.  Maintains all records in accordance to District standards and department/campus needs; maintains both physical and computerized department/campus files.  Monitors receipt of outstanding records and documents; reviews records and documents for accuracy and  completeness; takes steps to correct; and obtains appropriate signatures for departmental/campus documents and area of specialization.  Maintains attendance records of designated office personnel; documents absences; gathers sign-in payroll sheets; checks them for accuracy; gets approval of Supervisor/Administrator/Principal.  Compiles pertinent data as needed when preparing various local and state reports; prepares reports for tracking of department/campus required documents as needed.  Prepares and distributes materials to department(s), campuses or other entities as needed. Makes copies of correspondence or other printed matter for record or distribution.  Monitors projects and assignments for department/campus; maintains updated project records; makes revisions after committee meetings; communicates changes to other department staff members.  Prioritizes work based on impact and need; initiates regularly scheduled documents for department and forwards to staff members on predetermined dates throughout the year; oversees that the schedule is kept; follows up with staff; assembles packets and disseminates to staff.  Makes travel arrangements for Administrator and department/campus staff; compiles and types Leave Application Request Forms for administrative/staff travel; types and mails registrations and fees (if applicable) for seminars, workshops, and meetings by deadline.  Schedules and confirms appointments for administrative staff; maintains a schedule of the appointments.  Keeps accurate records of department/campus budget and changes as needed; performs routine bookkeeping tasks, including arithmetic operations for the department/campus; maintains budgets, including distribution, requisitions and budget amendments/changes for all purchases; coordinates with District Warehouse and Accounts Payable for timely payment of outside vendors and ontractors; verifies account numbers, dates, vendor and/or employee data for payroll, purchases, contracts, or other financial transactions for the department/campus.  Contacts vendors, representatives, brokers, etc., to obtain information as requested by Supervisor or Administrator; maintains essential supplies and reports needed repairs.  Verifies data (account numbers, dates, vendor, calculations, and/or employee data) for payroll, bids, purchases, contracts, agenda items, reporting or other transactions for the department/campus.  Organizes and schedules all areas of logistical planning of meetings by the department; prepares visual aids (transparencies, posters, handouts, etc.) for in-services, meetings, classes, and special events.  Interacts in a courteous and professional manner with outside departments within and outside the District; maintains effective rapport with other departments and schools, the general public, and department/campus customers (such as vendors, students, parents, administrators, principals, buyers, governmental entities, and employees), and handles problems or concerns in a prompt and courteous manner.  Types, updates, and maintains current department/campus procedures and guidelines as needed for department/campus manuals; updates forms as requested and develops organization of forms book.  Assists office personnel whenever necessary in order to meet deadlines; assists with additional secretarial duties in the absence of other staff as needed; assists in front desk duty whenever the receptionist is absent as needed (if applicable).  As assigned by administrator, may assist in communication of assignments and monitoring workflow of office.  Follows established safety procedures and techniques to perform job duties.  Maintains confidentiality.  Maintains a high level of ethical behavior as is expected of all district employees.  Maintains professional growth by attending inservices and meetings, as requested/required.  Performs any other duties as assigned by the Supervisor/Director.