ࡱ> a %bjbjjj 4H?b?b \\\\\ppppd,p=$x=z=z=z=z=z=z=$@B=\=\\=ccc \\x=cx=ccj6:RE8 82d==0=8RoC:oCd::|oC\;c==):=oC B ": District Position Description  Position Title: Administration Secretary Department: Division of Human Resources and Administration Reports To: Director of Administration FLSA Status: Non-Exempt SUMMARY: Responsible for assisting and supporting the Division of Human Resources and Administration with general processes associated with strategic planning, school renewal plans, school improvement councils, student transfers, enrollment forecasts, and board policies. Provides clerical support to the Director of Administration to ensure smooth and efficient operation of the Administration Department. Performs a variety of duties to support area of work including typing letters, memoranda and reports, filing, copying, answering incoming calls, scheduling appointments, processing mail, keying data, etc. Communicates effectively with students, parents and staff. ESSENTIAL DUTIES AND RESPONSIBILITIES: Provides secretarial support for the Director of Administration by performing such duties as answering, screening and directing telephone calls; screening incoming mail; typing; developing and maintaining a central filing system; directing visitors; scheduling meetings; taking minutes, etc. Provides back-up to Division of Human Resources and Administration clerical staff. Facilitates transfers in and out of district; prepares transfer board memos for each board meeting as needed. Updates board policies as approved by the Districts Board of Education. Ensures monthly completion of comp time report for all District departments. Collects SCASA Membership monies. Types, completes and/or files various documents, records, and reports such as letters, memoranda, agendas, work orders, invoices, purchase orders, etc.; maintain legal records. Handles confidential documents in an appropriate manner; maintains confidential files and records such as employee and student information; enters employee and student information to computer as assigned. Interacts with various persons in the performance of duties including assigned location administrators and staff, students, parents, business persons, government officials and agencies, etc. Accurately maintains a calendar for the Director of Administration. Actively serves as liaison between the Director of Administration and district staff. Orders supplies as necessary. Participates in District-wide meetings, training activities and the distribution of appropriate information. Answers complaints and inquiries, or refers them to appropriate persons and/or departments; interprets District policies, rules and regulations in response to queries. Provides responsible administrative support in such areas as compiling data, analyzing data, and preparing related statistical reports; compiles and maintains various record keeping systems including maintaining records of a confidential nature. Operates general office equipment such as a computer, printer, copier, calculator, facsimile machine, telephone system, etc. Performs other duties as may be assigned by the supervisor. JOB SPECIFICATIONS EDUCATION and/or EXPERIENCE: High School diploma or general education degree (GED) plus a minimum of two years secretarial or office experience and/or training. Ability to manage highly confidential information is required. Experience dealing with difficult situations and the ability to work with detailed information is required. Familiarity with Board policies is strongly preferred. Such alternatives to the above qualifications as the Board may find appropriate and acceptable. CERTIFICATES, LICENSES, REGISTRATIONS: Not applicable SUPERVISORY RESPONSIBILITIES: Not applicable LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write and/or type routine reports and correspondences. Ability to speak effectively before groups of district personnel or organizations. MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measurement, using whole numbers, common fractions, and decimals. Application of percentages, ratios, and proportions to practical situations is required. REASONING ABILITY: Ability to interpret and carry out instructions furnished in written, oral, diagram or schedule form. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to analyze information and use logic to address work related issues and problems. Ability to quickly assess employee, departmental, and administrative needs and provide timely feedback. OTHER SKILLS and ABILITIES: Ability to perform duties with awareness of all district requirements and Board of Education policies. Ability to operate a personal computer and related software. Ability to work independently, with limited supervision. Ability to develop effective working relationships with students, and the school community. Ability to communicate clearly and concisely, both orally and in writing. Ability to develop effective working relationships with staff and district employees. Proficiency with Microsoft applications such as Excel, Word, and PowerPoint required. Ability to perform duties with a high level of detail and accuracy. Ability to self-monitor and manage multiple tasks while working individually and with members of a group. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee will occasionally lift and/or move up to 25 pounds such as boxes of materials. The employee will sometimes push/pull items such as furniture or boxes of materials. While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, listen and/or reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision. Some driving required. Duties of the job require frequent use of a computer monitor and related equipment. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Office environment with limited exposure to environmental conditions. The noise level in this environment is quiet to loud depending upon the activity in the particular part of the day. Frequent interruptions and immediate attention to unexpected situations are expected. TERMS OF EMPLOYMENT: 12 months Clerk & Office Staff Pay Scale The terms of employment detailed in this job description are based on full time employment during the school year. Conditions of employment adjusted for part time employees or individuals who are hired for less than an entire school year. EVALUATION: Performance of this job evaluated annually according to Board Policy. DISCLAIMER STATEMENT: The information contained in this job-description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned. 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