Assistant Secretary

Secretary – Assistant – Elementary

PURPOSE
Performs greeting, general office and clerical duties; performs related work as required.

PERFORMANCE RESPONSIBILITIES
The primary function of an employee in this class is to perform greeting, general office and clerical duties for District department or school office. Duties range from greeting the public to routine general clerical assignments. An employee in this class is generally the first contact the public has with the office and provides general or specific information. An employee in this class may be assigned to other duties to assist other office staff. The work is performed under the direct supervision of a Secretary or Administrator. The primary duties of this class are performed in a school or district office.

ESSENTIAL DUTIES

• Provides general receptionist, general office and clerical support to office staff, as assigned, including answering phone and in person inquiries, routing phones to appropriate staff, distributing mail, ordering office supplies;
• Provides general and specific information to applicants and the public in person or over the telephone, responding to public inquiries;
• Facilitates classified applicant process by receiving and maintaining application materials;
• Facilitates substitute teacher application process by receiving applications, requesting background information, verifying received information and forwarding data;
• Receives, stamps and distributes mail;
• Maintains various student records and files;
• Assists with daily attendance records, maintenance and reports;
• Operates and monitors maintenance of office equipment;
• Inventories and maintains office supplies;
• Maintains voice mail greeting, and assists staff with accessing or reprogramming questions regarding voice mail;
• Performs all duties and activities in compliance with school district policies, procedures, and safety practices

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Current office practices and procedures;
• Customer service personal interaction and telephone skills;
• Record keeping practices and procedures;
• Operation of multi-line telephone system.

Ability to:

• Follow written and oral instructions and observe office policies and procedures;
• Learn school and district programs, policies, procedures, and processes sufficiently to convey information to the public and other staff;
• Operate standard office equipment including phone system and a personal computer using program applications appropriate to assigned duties;
• Maintain records and information files;
• Communicate effectively and establish and maintain working relationships with the public and other employees;
• Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner;
• Respond appropriately to emergency or unusual situations that may involve administering first aid, contacting parents, or dealing with sensitive or confidential issues;
• Maintain office, school, and individual confidentiality;
• Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions.

Other Duties and Responsibilities

• Performs other related duties as required.

QUALIFICATIONS

• High school diploma or GED equivalency is required;
• Some experience in general office/reception area;
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

ESSENTIAL PHYSICAL ABILITIES

• Sufficient clarity of hearing, with or without reasonable accommodation, which permits the employee to discern verbal instructions, use a telephone, and communicate with other employees and the public;
• Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and comprehend and organize documents and text forms;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate standard office equipment and to make adjustments to equipment;
• Sufficient body mobility, flexibility, strength and balance, with or without reasonable accommodation, which permits the employee to work in an office environment, lift up to 20 pounds and perform standard office functions.

EVALUATION
Yearly by supervisor

TERMS OF EMPLOYMENT
To be determined by calendar year.
Regular attendance is an essential function of this job

• If you are chosen for this position your employment with the District would be "at will". Employment at Will means that the employee or the District may terminate the employment relationship with or without cause, and with or without notice, at any time.
• As per Idaho Code 65-5-1/65-503: "Eligible veterans are provided advantages in public employment in Idaho…"