Job Title: Secretary to Director Wage/Hour Status: Nonexempt
Reports to: Director Pay Grade: Clerical Pay Grade 5
Dept./School: Assigned Campus Date Revised: 5-24-19
Primary Purpose:
Ensure efficient operation of school administrative office and provide clerical services for school’s
administrative staff.
Qualifications:
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Proficient word processing and file maintenance skills
Effective organizational, communication, and interpersonal skills
Ability to use personal computer and software to develop spreadsheets, databases, and do word
processing
Knowledge of basic accounting principles
Experience:
One to three years secretarial experience, preferably in public education environment
Major Responsibilities and Duties:
Records, Reports, and Correspondence
Prepare written correspondence, forms, schedules, or reports using personal computer.
Prepare materials, meeting agendas, and department communication as requested, using typewriter or personal computer.
Maintain a daily attendance log and records for substitutes..
Monitor and process personnel time records including leave requests and reports. Compile information and submit to central office according to established deadlines.
Maintain school calendar of events.
Reception and Phones
Schedule meetings and appointments and maintain calendar for director.
Assist employees and community. Receive incoming calls, take reliable messages, and route to appropriate staff.
Files
Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communication.
Update handbooks, policy manuals, and other documents as assigned.
Accounting and Inventory
Perform routine bookkeeping tasks including simple operations to maintain campus budget records.
Prepare and process purchase orders.
Receive, store, and issue supplies and equipment.
Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity checkbook(s) and ledger(s).
Assist with coordination of meetings and activities.
Assist with budget preparation.
Maintain inventory of fixed assets, equipment, and supplies.
Other
Sort, distribute, or deliver mail and other documents.
Maintain confidentiality.
Other duties assigned.
Supervisory Responsibilities:
Monitor the work of other employees as directed.
Equipment Used:
Personal computer, printer, copier, fax machine, and calculator.
Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Maintain emotional control under stress; work with frequent interruptions. Repetitive hand motions;
prolonged use of computer.
