Administrative Secretary II bei Hopkins County School District

Perform advanced-level secretarial duties requiring independent judgment and analysis for Assistant Superintendent; plan, organize and coordinate office activities and communications to relieve the Assistant Superintendent of routine administrative and clerical details.

REPRESENTATIVE DUTIES / ESSENTIAL FUNCTIONS

• Perform a wide variety of specialized and responsible duties independently in support of functions delegated to an Assistant Superintendent or other high-level Cabinet administrator; interpret and apply rules and regulations as appropriate; perform duties to assist with administrative detail as appropriate

• Coordinate communication between the Assistant Superintendent and District administrators, personnel, students, educational institutions, vendors, other outside organizations and the public; obtain and provide information, coordinate activities and resolve problems

• Research, review, check, correct and compile a variety of information; verify data for accuracy, completeness and compliance with established procedures; input and retrieve computerized data in computer systems as required

• Prepare and maintain a variety of records, logs and files including information of a confidential nature; maintain confidentiality of information and records

• Schedule meetings, conferences and appointments for the Assistant Superintendent; maintain the supervisor’s calendar; arrange travel accommodations as necessary

• Compile information and data for a variety of reports; organize, type and print reports and other written materials related to assigned office functions.

• Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations

• Type a wide variety of materials such as correspondence, reports, contracts, forms, applications, memoranda and other documents

• Operate appropriate technology to maintain records and generate reports, lists and other materials; utilize word processing and other software as required

• Receive, process and route mail; order, issue and maintain department supplies, forms and equipment

• Train and provide work direction to departmental clerical support staff as assigned; monitor office workflow and assure compliance with established time lines, procedures and standards of quality

• Maintains regular and predictable attendance

• Adheres to the professional code of ethics

• Successfully utilizes technology as appropriate in job function

• Perform related duties as assigned

• Modern office practices, procedures and equipment

• Record keeping and report writing techniques

• Correct English usage, grammar, spelling, punctuation and vocabulary

• District organization, operations, policies and objectives

• Oral and written communication skills

• Applicable sections of Kentucky Administrative Regulations and other applicable law

• Interpersonal skills using tact, patience and courtesy

• Telephone techniques and etiquette

• Operation of a computer terminal and a variety of other office equipment including typewriter,calculator, copiers and dictation equipment

• Perform secretarial and administrative assistance duties

• Read, interpret, apply and explain rules, regulations, policies and procedures

• Type at an acceptable rate of speed

• Take and transcribe dictation at an acceptable rate of speed

• Work independently with little direction

• Establish and maintain effective working relationships with others

• Meet schedules and time lines

• Prepare reports by gathering and organizing data from a variety of sources

• Work confidentially with discretion

• Analyze situations accurately and adopt an effective course of action

• Communicate effectively both orally and in writing

• Work efficiently with many interruptions

• Operate a variety of office equipment including computer terminals, calculator, typewriter, copiers and dictation equipment
• Make arrangements for meetings and conferences
• Maintain a variety of files, records and logs
• Plan and organize work
• Provide work direction to others as assigned

1. Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law

2. 48 college credit hours OR a passing score on the para-educator's test

3. Two years of increasingly responsible secretarial and clerical experience