Secretary, Administrative

Note:

This posting will close at 4pm on 10/28/2026.

Position Title

Secretary, Administrative

Custom Job Purpose

This position exists to assist the District in performing clerical and administrative functions for the assigned office.

Essential Functions of this Job

Composes and types correspondence.

Meeting agendas.

Subsequent minutes.

Makes copies.

Prepares packets and information for supervisor and meeting participants.

Organizes and maintains filing systems.

Prepares reports and summaries requiring specialized knowledge and strict confidentiality.

Conducts research.

Compiles data and prepares documents for consideration by supervisor and other executives.

Answers and screens telephone calls, and delivers messages.

A rranges conference calls.

Reads, analyzes, and routes mail, including emails, faxes, and other documents.

Arranges and coordinates travel schedules and reservations.

Orders and maintains office supplies, arranges for equipment maintenance.

Greets and routes visitors.

Coordinates Supervisors' calendar of events, appointments, temporary duty assignments, travel arrangements, etc.

Manage office finances, requisitions, work orders, purchase card report.

Inputs Payroll for Office Staff and Superintendents Cabinet.

Prepare materials for trainings/meetings.

Prepare materials for position interviews.

Maintain staff personnel files, (leave, evaluations, resignation, etc.).

Assist with office procedure.

Inform Superintendent's Cabinet of urgent and incoming correspondence and/or events.

Demonstrate regular and predictable attendance.andnbsp; Physical presence is expected as part of a reliable and predictable pattern of attendance.

Maintains confidentiality and discretion regarding division/area and related District business matters, including confidential matters applicable to the functional areas of responsibility.

Assist with communication to Regional Superintendents and Principals.

Runs report for Apprise (Our donation program).

Essential Functions of this Job (cont.)

Non-Essential Functions of this Job

Performs other duties as assigned.

Qualifications

High school diploma or general education degree (GED) is required. Supplemental coursework in business, computer skills and other related coursework is preferred. Previous working knowledge within a local school system, to include terminology, acronyms, laws that affect students, and organizational structures, is highly desirable as well as knowledge of general business practices within the assigned area. A minimum of two years previous related work experience and/or training is also required, with three to five years of related experience preferred.

Knowledge, Skills and Abilities

Knowledge of spreadsheet, word processing, presentation, email, and data management software packages in a Microsoft Office environment. Ability to perform work accurately and thoroughly within time-sensitive deadlines. Ability to deal proactively with work-related problems. Ability to demonstrate conduct conforming to a set of values and accepted standards. Must possess organizational skills and be able to follow a systematic method of performing most functions. Must demonstrate strong time-management skills. Ability to read and comprehend instructions, correspondence, and memos. Must possess strong verbal and written communication skills. Ability to maintain confidentiality and handle sensitive materials and information. Must listen well, get clarification, and respond positively to questions and directions. Ability to follow policies and procedures. Bilingual/biliterate preferred.

Work Context

Requires sitting and some standing, walking and moving about to coordinate work. Requires face-to-face discussions and contact with individuals and/or teams. Requires the use of alternative communication systems, such as electronic mail, telephones and computers. Requires coordination of work tasks to establish priorities, set goals and meet deadlines. Requires work with both internal and external contacts, and with the public.

Physical Environment

Requires working indoors in environmentally controlled conditions. Requires sitting for the majority of the day, and the ability to lift, carry, move and/or position objects infrequently weighing up to 20 pounds.

Collective Bargaining Agreement

Educational Support Personnel Union

Salary Grade

SG15

Pay Grade

N/A

FLSA Status

Non-Exempt

Local Code

0137

EEO5

51

Approval Date

4/27/2010

Date Last Revised

1/24/2023