Secretary III - Attendance (Anticipated Vacancy)

Caddo Parish Schools Job Description

Job Title: Secretary – III Attendance

Job Code: 123

Grade: F

DOT Code: 201362030

Prepared By: Richard Dezendorf

Prepared Date: December 9, 1997

Approved By: David A. Barr

Revised By: Shannon B. Henderson

Approved Date: April 3, 2001

Revised Date: February 5, 2024

SUMMARY

Performs standard and advanced secretarial and administrative duties under limited supervision for a director by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following. Other duties may be assigned.

• Orders materials and equipment as approved by Director.
• Collect, input, and manage employee absence reports.
• Monitor office expenditures and keep concise records for the department.
• Read, screen, and route incoming mail, as well as, prepares outgoing mail.
• Locates and attaches appropriate file to correspondence to be answered by employer.
• Composes, types, and files correspondence and other records.
• Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.
• Coordinates the Director and Specialists’ calendar, schedule, itinerary and makes travel arrangements.
• Greets visitors, ascertains nature of business, and directs visitors to appropriate personnel.
• Prepares all records and communication for Truancy meetings and court
• Compiles and types statistical reports.
• Records and maintains minutes from staff meetings.
• Make copies of correspondence or other printed matter.
• Neat, well groomed, appropriately dressed appearance.
• Performs other related duties as required or assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SKILLS RELATED

Ability to type at a minimum of 60 correct words per minute and to take dictation at a minimum of 80 correct words per minute and to operate office machines such as a typewriter, copying machine, computer, word processor, calculator and headliner.

EDUCATION and/or EXPERIENCE

High School Diploma or GED with additional specialized or technical training; two to four years job-related experience; or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read and interpret general business documents. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of employees.

REASONING ABILITY

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS

Certified Professional Secretary (CPS) designation desired.

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. While performing the duties of this job, the employee is regularly required to sit and use hands to handle or feel objects or controls. The employee is occasionally required to walk and talk or hear.

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. The noise level in the work environment is usually quiet.

PROFESSIONAL CONDUCT

Employee acknowledges that he/she is required to maintain a high standard of professional conduct. Breach of said professional conduct includes but is not limited to: neglect of duty, dishonesty, engagement in acts that are contrary to CPSB policy, unlawful activities, or any other conduct which is seriously prejudicial to the school system.

CHAIN OF SUPERVISION

Departmental Director

TERMS OF EMPLOYMENT

260 days