7765 Administrative Secretary II - CO

BASIC FUNCTION:

Perform a wide variety of specialized and responsible secretarial and administrative support duties for an Assistant Superintendent, Director or other district administrator; organize and coordinate office activities and communications to assist the administrator with assigned functional areas of responsibility.

• Perform a wide variety of specialized and responsible duties independently in support of functions delegated to an Asst. Superintendent or other district-level Cabinet administrator; interpret and apply rules and regulations as appropriate; perform duties to assist with administrative detail as appropriate.
• Coordinate communication between the Asst. Superintendent and District administrators, personnel, students, educational institutions, vendors, other outside organizations and the public; obtain and provide information, coordinate activities and resolve problems.
• Research, review, check, correct and compile a variety of information; verify data for accuracy, completeness and compliance with established procedures; input and retrieve computerized data in computer systems as required. ? Prepare and maintain a variety of records, logs and files including information of a confidential nature; maintain confidentiality of information and records.
• Schedule meetings, conferences and appointments for the Asst. Superintendent; maintain the calendar; arrange travel accommodations as necessary.
• Compile information and data for a variety of reports; organize, type and print reports and other written materials related to assigned office functions.
• Coordinate and compile Board Agenda materials.
• Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations.
• Type a wide variety of materials such as correspondence, reports, contracts, forms, applications, memoranda and other documents.
• Take and transcribe dictation of minutes, letters and memoranda, including materials of a confidential nature as required by the position; prepare correspondence and memoranda independently or from oral instructions.
• Operate a computer terminal and microcomputer to maintain records and generate reports, lists and other materials; utilize word processing and other software as required.
• Receive, process and route mail; order, issue and maintain department supplies, forms and equipment.
• Train and provide work direction to departmental clerical support staff as assigned; monitor office workflow and assure compliance with established time lines, procedures and standards of quality.
• Assist the front desk for Central Office campus.
Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• Modern office practices, procedures and equipment.
• Record keeping and report writing techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• District organization, operations, policies and objectives.
• Oral and written communication skills.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.
Operation of a computer terminal and a variety of other office equipment including typewriter, calculator, copiers and dictation equipment.

ABILITY TO:

• Perform secretarial and administrative assistance duties.
• Multitask in a high traffic, fast-paced environment.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Type at an acceptable rate of speed.
• Take and transcribe dictation at an acceptable rate of speed.
• Work independently with little direction.
• Establish and maintain effective working relationships with others.
• Meet schedules and time lines.
• Prepare reports by gathering and organizing data from a variety of sources.
• Work confidentially with discretion.
• Analyze situations accurately and adopt an effective course of action.
• Communicate effectively both orally and in writing.
• Work efficiently with many interruptions.
• Operate a variety of office equipment including computer terminals, calculator, typewriter, copiers and dictation equipment.
• Make arrangements for meetings and conferences.
• Maintain a variety of files, records and logs.
• Plan and organize work.
Provide work direction to others as assigned.

EDUCATION AND EXPERIENCE:

Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and five years of responsible secretarial experience involving the use of word processing and record-keeping software.

OTHER INFORMATION: