Secretary II External 01.21.26

KIND OF WORK: This is advanced administrative support clerical and secretarial work performing technically varied and complex word processing, clerical and secretarial functions, interpreting and entering data, and interpreting and applying policies and procedures. Work requires knowledge of Business English and the techniques, methods, and procedures used in performing the more complex word processing, clerical and secretarial functions, and data entry.  May oversee, monitor, guide, and review the work of others.  Contacts require courtesy, tact, and effectiveness in dealing with others, and include contacts to request or provide information, ask questions or obtain clarification.  Work is performed in an office environment.  Physical demands consist mainly of moving from one work location to another, sitting, or standing at a work station for extended periods of time, using standard office equipment on an ongoing basis, and, dependent upon assigned work location, may be required to lift objects weighing up to 15 pounds.  Work is performed under general supervision where the work assignments are subject to instructions and established work routines, and the worker is given latitude to rearrange the sequence based on changing work situations or workflow.

EXAMPLES OF WORK:    (Not intended to be all inclusive)

• Receives, processes, records, indexes and/or files varied correspondence, information, materials, files, documents, fees, and records.
• Gathers information and assists School Board personnel, administrators, parents, and general public in completing required forms and documents.
• Reviews and verifies employee time reports and leave requests and prepares payrolls and maintains leave records.
• Composes correspondence without review and/or specific instructions.
• Types correspondence, memoranda, reports, records, orders and other office documents
• Researches, analyzes and resolves a variety of job-related work problems based on established policies, guidelines, procedures, laws, rules and regulations.
• Gathers, interprets, codes, classifies, posts, and/or consolidates information or data for varied complex reports or data entry.
• Establishes and maintains information, record, document, and file systems.
• Responds to inquiries and complaints from School Board personnel, administrators, and the general public and interprets and explains departmental policies and procedures to customers.
• Enters information or data to personal computer or computer terminal screen following established procedures.
• Orders supplies and prepares purchase orders.
• Maintains inventory records and stock for assigned work area.
• Makes written reports and fills out forms as necessary.
• Operates standard office equipment such as a typewriter, calculator, personal computer, microfilm and microfiche equipment, and copier.
• May maintain supervisor’s calendar and make travel arrangements.
• May take and transcribe notes for meetings, correspondence, legal documents and reports.
• May oversee the work of others and/or provide training or technical assistance as a lead worker.
• Performs related work as required.

KNOWLEDGE, SKILLS, AND ABILITIES: 

• Knowledge of laws, ordinances, regulations, and departmental/divisional policies and procedures associated with work assigned.
• Knowledge of the Duval County Public Schools’ payroll, leave, purchasing, and general budgetary policies, procedures, rules and regulations.
• Knowledge of Business English.
• Skill in operation of standard office equipment.
• Skill in making and verifying mathematical calculations.
• Skill in establishing and maintaining information, record, document, and file systems
• Ability to read, understand, and apply written instructions and job-related laws, rules, policies, procedures, and materials.
• Ability to analyze and/or review files and records for accuracy and compliance with appropriate laws, policies and procedures, and collective bargaining agreements.
• Ability to perform research, compile data and report findings.
• Ability to prepare reports and communicate effectively.
• Ability to use word processing, spreadsheet and other computer software applications.
• Ability to interview and gather information from customers, applicants, and general public.
• Ability to handle confidential information with discretion.
• Ability to oversee, monitor, guide, and review the work of others.
• Ability to establish and maintain effective working relationships with administrators, other employees, parents, and the general public. 

OPEN REQUIREMENTS:  Must have at least a two-year combination of education, training, or experience in clerical and/or secretarial work involving the use of a personal computer.  Must be able to type accurately  at a rate of 30 correct words per minute.

PROMOTIONAL REQUIREMENTS:  All permanent employees of the School Board who have served for one year in the class of Clerk Typist or a comparable or higher level clerical class may apply.  Must be able to type accurately at a rate of 30 correct words per minute.