What are the responsibilities and job description for the Administrative Secretary 2 position at The Learning Center?
HAZELWOOD SCHOOL DISTRICT
POSITION TITLE: Administrative Secretary 2- Instructional Services Division
REPORTS TO: Director of Instructional Services
POSITION SUMMARY: Performs a wide variety of secretarial, clerical and administrative duties to assist and support the Director of the Instructional Services Division. This is a full time, 12 month position. Work hours 7:30 am-4:30 pm.
FUNCTIONS OF THE JOB
Essential Functions
- Performs the major clerical functions assigned to the office; answers and screens incoming phone calls, types correspondence and required reports, maintains records and files.
- Inputs and maintains data in one or more computer systems to track various functions.
- Assembles data and materials required for meetings; types, proofreads, makes and distributes copies; makes any necessary meeting arrangements.
- May gather and/or track information or perform other administrative functions necessary to prepare and submit reports required by various government agencies.
- May perform various tasks associated with financial matters of the district, such as, payment of bills; maintaining required records, Timecard Online, PLTW Stipends for teachers that attend 40-80 hours of training.
- Coordinates arrangements (or assists) with administrative functions necessary to support various district functions or events.
- Initiates purchase orders as may be required for supplies for the Curriculum Department, Carl Perkins, and CTE. This includes textbooks, instruments, novels and curriculum programs for the District.
- Enters work orders.
- Makes travel arrangements and tracks and processes expense reimbursements for office.
- Responds to various parents, teachers, students, and administrators’ inquiries and provides information and assistance necessary to meet their needs.
- Handles department communications.
- Maintains updated inventory for all computers and equipment purchased with Carl Perkins and CTE Funds.
- Enters monthly mileage for the Director of Instructional Services, Curriculum Coordinators, Curriculum Coaches and traveling music teachers.
- Schedules buses for curriculum related field trips, programs, and competitions.
- Assist Director in creating and distributing monthly department newsletter.
Marginal Functions
1. Assists other administrators as necessary to cover for absences or complete special projects.
Physical/Visual Activities or Demands: Physical/visual activities or demands that are commonly associated with the performance of the functions of this job.
- Sitting, walking, standing, talking, hearing, stooping or crouching to access file drawers.
- Normal mental attention with clarity of vision at 20 inches or less as well as 20 feet or more required.
Environmental/Atmospheric Conditions: Environmental and atmospheric conditions commonly associated with the performance of the functions of this job: Normal office conditions
POSITION QUALIFICATION REQUIREMENTS
Knowledge: Working knowledge of administrative secretarial practices, accounting, and standard office procedures, operation of office equipment such as a personal computer, printers, scanner and copier. Working knowledge of Google Workspace, Microsoft Office Suite and Gmail, specialized platforms such as Business Plus. High School degree or equivalent, plus additional training.
Experience: Over 3 years up to and including 5 years.
Skills and Abilities which may be representative but not all inclusive of those commonly associated with this position:
- Apply commonsense understanding to carry out instructions furnished in written, oral or diagram form. Problem-solving skills involving several concrete variables in or from standardized situations.
- Perform the basic functions of arithmetic; addiiton, subtraction, multiplication and division of all units of measure. Compute ratio, rate and percent. Draw and interpret bar graphs.
- Perform reading, writing and speaking at a basic level.
- Able to work independently with minimal supervision.
- Strong organizational skills.
Machines, Tools, Equipment and Work Aids: This may be representative but not all inclusive of those commonly associated with this position:
Personal computer and related software, calculator, fax machine, photocopier.
License(s)/Certification(s) required: None required.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws.
Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.
"Commonly associated" is not intended to mean always or only. There are different experiences that suggest other ways or circumstances where reasonable changes or accommodations are appropriate.
All activities, Demands, Conditions and Requirements are linked to Essential Job Functions unless marked with an asterisk which denotes linkage only to marginal function(s).
EQUAL OPPORTUNITY EMPLOYER