Central Office Administrative Assistant

JOB DESCRIPTION

Chester County Schools

CENTRAL OFFICE SECRETARY

Purpose Statement

The job of Central Office Secretary was established for the purpose/s of providing a variety of secretarial support to assigned administrator(s) and department(s); establishing and maintaining department records; compiling reports; establishing and maintaining positive interactions; and monitoring assigned projects and/or program components.

This job reports to the Director of Schools.

Essential Functions

• Performs secretarial duties for assigned personnel where responsibilities of trust and accuracy are important and knowledge of the school system is essential.
• Acts as receptionist for Central Office; maintains visitor log, provides requested information if possible, or refers individuals to appropriate office personnel.
• Types, duplicates, and distributes miscellaneous correspondence as requested by the administrator.
• Compiles data for the purpose of preparing reports or processing requests.
• Coordinates assigned projects and/or program components (e.g., arrangements for conferences, meetings, travel requirements, equipment reallocation, etc.) for the purpose of completing activities and/or delivering services in compliance with established guidelines.
• Interacts with internal and external persons (e.g., phone, email, in person, etc.) for the purpose of receiving and/or conveying information.
• Supports assigned administrator(s) and department staff for the purpose of providing assistance with administrative functions.
• Assumes other special activities and/or responsibilities as assigned by the administrators or superintendent.
• Must be a self-starting team player who can perform varying tasks in a cooperative manner, with little or no direct supervision. Often changing from one task to another of a differing nature.

Other Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills, Knowledge, and Abilities

SKILLS are required to perform multiple tasks, with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: effective communication; operating standard office equipment, including pertinent software applications; and preparing and maintaining accurate records.

KNOWLEDGE shall have no less than a high school education or an equivalency high school diploma. Shall have knowledge of typing, office machines, duplicating machines, and computers sufficient to perform essential functions. At least one year of work experience or training so that tasks can be performed.

ABILITY is required to schedule activities and/or meetings; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes; and

operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with similar types of data; and utilize job-related equipment. Problem-solving is required to identify issues and create action plans. Problem solving with data may require independent interpretation, and problem solving with equipment is limited. Specific ability-based competencies required to satisfactorily perform the functions of the job include: flexibility; establishing and maintaining effective working

relationships; meeting deadlines and schedules; working with frequent interruptions; and maintaining confidentiality.

Responsibility/Complexity

The position is involved with the direct support of a public school's administrative requirements/routines. The Central Office Secretary will often be the first staff member encountered by parents or other community members, either in person or telephonically, requiring courtesy and tact. The receipt and proper routing of requirements/requests for resolution are critical to providing the most efficient support.

Guidelines

The guidelines for accomplishing the requirements of this position will be administrative guidance, administrative procedures, traditional practices, local Board of Education policy, and appropriate State and Federal laws/regulations. Much of the work is performed independently with general supervision and requires judgment to accomplish non-routine tasks or meet student needs.

Working Environment

The work is moderately sedentary, but some lifting of objects that may exceed 20 pounds with frequent lifting and/or carrying of objects that weigh 10 pounds or more. Other physical demands that may be required are pushing, pulling, climbing, and/or balancing, stooping, kneeling, crouching and/or crawling, reaching, handling and/or feeling, talking, and/or hearing and seeing. Must display the ability to precisely coordinate hand, finger, and eye motions/movements. The work is performed in a professional work environment.

Experience

Job-related experience is required.

Education

High School diploma or equivalent.

Certificates & Licenses

Possess and maintain a valid Tennessee driver's license. Criminal Justice Fingerprint/Background Clearance

Working Conditions

This is a 12-month position from July 1 until June 30 of the following year. Typical hours are 8:00 am – 4:00 pm

Must be able to pass a FBI/TBI fingerprint background