Secretary (District Office)

DRY CREEK JOINT ELEMENTARY SCHOOL DISTRICT JOB TITLE: Secretary DESCRIPTION OF BASIC RESPONSIBILITIES Perform responsible and complex secretarial services to assist with administrative and clerical detail; organize assigned activities and coordinate flow of communications; provide work direction to clerical personnel as assigned. SUPERVISOR: Designated Coordinator or Director TYPICAL DUTIES 1. Acts as secretary to Coordinator(s) or Director(s) performing a wide variety of complex and responsible clerical and secretarial support duties as well as relieving the administrator(s) of routine administrative functions not requiring his/her immediate attention. 2. Takes and/or transcribes dictation of letters, memoranda, and other documents. 3. Maintains routine and confidential files. 4. Assists with Coordinator(s’) or Director(s’) appointment schedule; sets up and arranges meetings and conferences. 5. Acts as resource person to staff and general public regarding general and specific information on policies, procedures, and activities of department. 6. Collects necessary information and maintains a variety of logs and records. 7. Confers with and assists various community agencies; obtains, verifies, and provides information; delivers messages; performs clerical functions as required. 8. Orders materials, supplies, and equipment; maintains records of purchase orders, invoices, expenses; inventories and logs items upon arrival. 9. Attends various meetings; taking notes and preparing minutes. 10. Coordinates and instructs other office employees in their work; oversees work of student assistants. 11. Processes, reviews, and verifies various forms, reports, records, and other material for accuracy, completeness, and conformity with established standards; may design some forms. 12. Composes and types correspondence, memos, and/or reports from marginal notes, independently or from oral and written directions. 13. Distributes materials and information to staff and general public and ensures timely responses. 14. Researches and compiles information and computes statistical data for federal, State and district reports and special projects as assigned. EMPLOYMENT STANDARDS Knowledge of: - Clerical operations and functions; - Proper office methods and practices including filing systems, receptionist and telephone techniques, and letter and report writing; - Use of proper English, spelling, grammar, and punctuation. Secretary Ability to: - Demonstrate proficiency in reading, writing, and mathematical skills sufficient to obtain a passing score on a standardized proficiency test; - Analyze situations and take appropriate action in a variety of procedural matters without immediate or direct supervision; - Perform arithmetical calculations with speed and accuracy; - Learn and effectively use computer software programs and related word processing; - Understand and apply successfully a variety of complex directions to specific situations; - Proofread accurately; - Type accurately at a rate required for successful job performance; - Take and transcribe dictation with speed and accuracy using shorthand and/or transcription equipment as designated by administrator; - Communicate effectively and tactfully in both oral and written forms; - Establish and maintain a variety of record keeping, reference, and data collection systems; - Operate a variety of office equipment such as calculator, transcriber, copy machine, and computer with speed and accuracy; - Prioritize, coordinate, and monitor the work of others in a positive, productive, and timely manner; - Establish and maintain effective work relationships with those contacted in the performance of required duties. MEDICAL CATEGORY I: Environment - Office environment; subject to constant interruptions Physical Abilities: - Dexterity of hands and fingers to operate office equipment; - Seeing to read and assure accuracy of financial records and documents; - Hearing and speaking to exchange information. Approved by Board of Trustees January 8, 1998