Secretary II (Civil Service Test Required)

JobID: 2294

• Performs clerical tasks and functions;
• Receives and distributes incoming calls, messages and correspondence to appropriate staff members;
• Functions as receptionist to incoming staff members, vendors, rental clients, and all visitors to the Business Office;
• Serve as the point of contact for all buildings within East Haven Public Schools for rental events internally and externally;
• Create quote/contract for rental events in accordance with school board policies and guidelines and in conjunction with business office leadership;
• Serves as the primary point of contact for internal staff and external organizations regarding facility availability and reservations, guidelines, and rental requirements;
• Document payments received and collect all necessary paperwork for all external rental events;
• Resolve scheduling conflicts, cancellations and complaints efficiently and professionally to maintain positive community relations;
• Prepares a variety of reports; some of a highly confidential nature;
• Prepares and processes purchase requests for a wide variety of materials and supplies in accordance with well-defined procedures;
• Maintains required personnel and financial records in connection with Federal and State guidelines;
• Arranges and makes preparations for meetings;
• Performs other related duties as assigned

• Work requires an excellent command of the English language (bilingual in Spanish is a plus).
• Must have knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment, at a level generally acquired through 1 years related experience.
• Must have knowledge of a variety of computer software and online applications in word processing, spreadsheets, database, student information management systems and presentation software.
• Must be able to act with considerable latitude in the exercise of personal judgement
• Must have a high level of interpersonal skills, to work with staff, students, parents, and public and to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact, and diplomacy.
• Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
• Understands departmental needs and can assign problems, handle correspondence or answer questions intelligently

• Ability to see and read objects closely, such as wiring, labels on equipment, reading/proofreading a report, using a computer monitor, filing and/or retrieving information from a filing system.
• Ability to hear normal sounds with background noise, as in using a telephone or radio, distinguish verbal communication and communicate through speech, including using a radio.
• Ability to learn and acquire an understanding of new information, methodologies and techniques and how they apply to school goals and operations.
• Ability to work in an office or school setting (indoors and outdoors) subject to interruptions and heavy work volume expectations.
• May be exposed to changing temperatures and weather, humidity, noise and dust.
• Ability to get from one location in the office or work sites(s) to other locations in primary office or work sites.
• Ability to sit for long periods of time.
• Ability to reach and bend, and push/pull or lift objects less than thirty (30) pounds.
• Ability to perform manipulative skills such as writing, collating, using a keyboard and/or calculator with speed and accuracy for long periods of time.
• Ability to concentrate on detail and issue with some interruption, pressure and changing priorities.
• Memory to perform multiple and diverse tasks over long periods of time and the ability to remember information that has been previously learned.
• Ability to use knowledge and reasoning to solve routine problems.
• Ability to learn and apply new information, technology and legislation applicable to departmental activities.
• Ability to distinguish between public and confidential information and handle appropriately.

• The job description lists typical examples of work and is not intended to include every job duty and responsibility specific to a position. An employee may be required to perform other related duties not listed on the job description provided that such duties are characteristic of that classification. This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.
• Connecticut requires that any person (teachers, administrators, special service staff members, teachers' aids, custodians, cafeteria employees, etc.) who is hired by a local or regional board of education submit to a state and national criminal history record check within the first 30 days of the date of employment. The process includes the checking of fingerprints by the State Police bureau of Identification and the F.B.I. The results of the criminal history record checks (both state and federal) are reported to the employing school district. If the district receives notice of a conviction of a crime by a person holding a certificate, authorization or permit issued by the State Board of Education, the district shall notify the Bureau of Certification and Professional Development.