PRIMARY FUNCTION: This position is responsible for performing and coordinating office activity to ensure efficient administrative operations for the division.

 

REPORTS TO: Chief Officer

SALARY SCHEDULE: G-8

WORK DAYS: 250

 

REQUIREMENTS:

1. Education Level: 

• High school diploma or equivalent
• Two years of post-secondary training from an accredited school with an emphasis on secretarial science, business, or education

Preferred: Associate in Business Administration or related field

 

2. Experience, Skill, and Certification: 

• Experience in using office automation devices: computers, software, faxes, scanners, and multi-functional copiers.
• Ability to create spreadsheets, compose correspondence, manage databases, and create presentations and reports.
• Ability to negotiate with vendors, maintain and examine contracts, purchases made, and to retrieve data from various sources.
• Proficient in spelling, punctuation, grammar, oral communication, and keyboard skills.
• Strong customer service and interpersonal skills: ability to establish and maintain effective working relationships with a variety of customers and technical personnel, even in the most stressful situations.
• Ability to use discretion when handling sensitive information.
• Ability to work independently, manage multiple tasks, prioritize workloads, and meet deadlines.
• Ability to arrange conference calls and schedule meetings using MS Outlook.
• Ability to conduct research and provide statistical reports.
• Considerable knowledge and skill in the use of MS Office suite (Word, Excel, PowerPoint, and MS Outlook-multiple calendaring).

ESSENTIAL DUTIES:

1. Makes high level contacts of a complex nature inside and outside the district.
2. Provides analytical and specialized administrative support to relieve and assist executive of complex details and advanced administrative duties.
3. Contacts district personnel at all organizational levels to gather information and prepare reports.
4. Manages multiple calendars, prioritizes meetings, screens calls/visitors, and handles request for information.
5. Generates reports, prepares PowerPoint presentations, creates and maintains spreadsheets and website information.
6. Independently composes and prepares responses to memos, emails, and correspondence requiring research, and exercises confidentiality.
7. Coordinates all travel arrangements; verifies accuracy and completeness of travel documents and plans. Prepares and submits expenses for reimbursement.
8. Coordinates all team meetings, agendas, sign-in logs, and minutes.
9. Coordinates and monitors the workflow and schedules of other secretaries within the division and provides professional development for them.
10. Performs other duties as assigned. 

TERMS OF EMPLOYMENT

Incumbents will be considered “at will.” Appropriate pay will be determined based on the Grade as determined by Human Resources and allowable experience. This is a 250-day position.

 

NON-ESSENTIAL RESPONSIBILITIES

A responsibility is considered to be “non-essential” (for the purposes of compliance with the Americans with Disabilities Act) if:

• it is shared between multiple incumbents in the job; or
• it could be performed by an employee in another job within the workgroup.

Note the responsibility number from the list in the “Duties and Responsibilities” section for those responsibilities that could be considered “non-essential” based on this definition.

 

Certain limited aspects of General Duties and Responsibilities items referenced in Section 1 (b) and (d) might be considered “non-essential” in a specific situation. Any request for accommodation must be reviewed on an “individual case” basis.

 

PHYSICAL AND SENSORY DEMANDS

Most jobs in the District have physical and sensory demands that can be described by one of the two categories noted below. For jobs that require more physical or sensory effort, please list the requirements in this section. The category applicable for this position is listed below.

 

OFFICE   Employees in this category are normally exposed to a typical environment. The employee has some control over the length of time sitting, standing, or ambulating. There are occasions that require the lifting or pulling of equipment or supplies, as well as bending, stooping, or stretching. There is frequent use of computers, telephone, and other standard office equipment, which includes reading, listening, writing, or speaking. There are few exceptional physical or sensory demands.