Secretary - Department/Program

Purpose Statement

The job of Secretary - Department/Program is done for the purpose/s of providing secretarial support to assigned administrator/s and department staff; maintaining department records; compiling and distributing a wide variety of materials and reports; and monitoring a variety of department activities.

Essential Functions

• Greets incoming persons for the purpose of responding to their inquiries and/or directing their requests to the appropriate personnel and location.
• Maintains office equipment, tools and work areas (e.g. cleaning, load supplies, clear paper jams, etc.) for the purpose of ensuring a safe working environment and the availability of items within a specific time frame.
• Maintains inventories of supplies and materials for the purpose of ensuring availability of items.
• Maintains a variety of manual and computerized documents, files and records for the purpose of documenting activities, providing reliable information and complying with district, state and federal requirements.
• Monitors assigned department/program activities for the purpose of ensuring completion in compliance with established financial, legal and/or administrative requirements.
• Participates in meetings, workshops and seminars for the purpose of conveying and/or gathering information, developing knowledge required to perform job functions and meet district objectives.
• Prepares a variety of written and electronic materials for the purpose of documenting activities, providing written reference and/or conveying information.
• Processes documents and materials for the purpose of disseminating information to appropriate parties.
• Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information and/or direction.
• Supports assigned administrative and department personnel for the purpose of providing assistance with their administrative functions.

Other Functions

• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
• Performs other duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements:  Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications and email programs; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include: office application software.

ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; maintaining confidentiality; communicating with diverse groups; setting priorities; working with detailed information/data; working with frequent interruptions; adhering to district polices; and regular attendance except when taking approved leave.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; tracking budget expenditures. Utilization of some resources from other work units may be required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling,  some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 70% sitting, 15% walking, and 15% standing.  This job is performed in a generally clean and healthy environment.

Experience      Job related experience is required.

Education        High school diploma or equivalent.

Equivalency   

FLSA Status                                            Approval Date                         Salary Range

Non Exempt                                             9/20/2017                                     08