Primary Purpose:

Work under minimum supervision to provide advanced clerical services to the assistant superintendent. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public on a regular basis.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of school district organization, operations, and administrative policies

Ability to read and comprehend instructions, correspondence, and memos

Ability to make independent decisions regarding planning, organizing, and scheduling

Excellent public relations, organization, communication, and interpersonal skills

Ability to use software to develop spreadsheets at a high level, perform data analysis, and do word processing

Ability to multi-task numerous complex administrative activities

Experience:

2 years or more advanced secretarial experience with extensive contact with people

Major Responsibilities and Duties:

Clerical Support

1. Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.
2. Schedule appointments and maintain the administrator’s calendar.
3. Support all functions of the CIA area through maintaining software programs and other tools.
4. Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
5. Make travel arrangements including making hotel reservations and turning in conference registration forms.
6. Enter requisitions and perform other budgetary support functions for the CIA department.

Reception and Phones

1. Serve as the primary person to answer incoming calls and to greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to the appropriate administrator(s).

Policy, Reports, and Correspondence

1. Compile pertinent data used to prepare various required state and local reports.
2. Prepare purchase orders and payment authorizations as directed.
3. Compile, maintain, and file all reports, records, and other documents as required.

Other

1. Comply with policies established by federal and state laws and regulations, and local board policy.
2. Maintain confidentiality.
3. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress