Administrative Secretary II

Full-Time and Permanent; Non-Exempt; 7.5 Hours/Day; 252 Days/Year; Grade KK

General Responsibilities

Serves as personal secretary and administrative assistant to a senior Norfolk Public Schools (NPS) administrator. Relieves supervisor of routine administrative tasks and ensures smooth and efficient operation of the supervisor's office. An employee assigned to a position in this class is responsible for the clerical operation of the subdivision, requiring frequent contacts with top level officials of the school system, colleges, universities and area business leaders, and the handling of unusually difficult, complex, and confidential matters within the field.

This position is based in the Facilities Management Office, supporting the Senior Director.

Education and Experience

Requires a high school diploma, and extensive clerical office management experience; to include 1-3 years of related administrative experience. An Associate’s Degree preferred; or an equivalent combination of education and experience, and at least two years of customer service experience. Requires a valid driver’s license.

Essential Job Functions

• Serves as personal secretary and administrative assistant to senior administrator(s) within Norfolk Public Schools.
• Screens supervisor's telephone calls and mail, and personally responds to those that can be handled at the secretarial level, forwarding the remaining calls/mail to supervisor with pertinent background material, screens visitors, responding to inquiries, referring to others as required, arranging appointments; makes appointments for supervisor or other administrative personnel; maintains supervisor's calendar; makes travel arrangements.
• Plans, initiates, and carries to completion subdivision, program or administrative secretarial support activities; develops, monitors and modifies office procedures, and organizes office projects and processes.
• Reviews all outgoing correspondence from a number of subordinate sections for format, spelling, punctuation, and grammar before submitting for supervisor's signature; may supervise a subordinate clerical staff; types a variety of correspondence and reports from handwritten notes, dictation, or computer disk, using available computer, processes statistical reports, forms and newsletters requiring a number of separate tabulations, often utilizing electronic-spread sheet programs; takes and transcribes meeting minutes; signs supervisor's name to correspondence of a routine nature.
• Composes routine correspondence, newsletters and other communications; compiles data for questionnaires; prepares in-service materials; maintains control records on incoming correspondence and action documents and follows up on work in progress to ensure timely response or action.
• Organizes office projects such as dissemination of program materials, preparation of invitations, special mailings, or assembly of guides, manuals, and training materials.
• Maintains inventory of office supplies and reorders supplies as deemed necessary; maintains office equipment and determines when and who to call for repair; maintains telephone system.

• Prepares requisitions, vouchers, budget forms and other payroll and financial data; maintains and reconciles detailed financial records on each purchase order, warehouse stock requisition, and request for payment submitted by appropriate budget accounts.

• Organizes and maintains filing systems, according to standard filing procedures, and at times according to local, state or federal guidelines; maintains and reconciles various records such as employee time and leave, inventories of supplies and equipment, and long-distance telephone logs.

• Prepares reports, logs, agendas, and other document proposals for distribution by copying, collating and binding materials
• Attends meetings and conferences, taking official minutes; researches and develops material for use in official engagements.
• Provides input regarding clerical staff evaluation and disciplinary action as needed.
• Serves as contact person for clerical personnel in the event of unanticipated absenteeism; designating personnel to substitute, as necessary, ensuring adequate coverage of office.
• Serves as liaison between secretarial staff and administrator(s) and arranges meetings, conferences, and obtains general information to share with clerical support.
• Ability to attend meetings off-site as needed with supervisor and to run errands as needed for departmental tasks.
• Performs additional duties as assigned.