Job Description: Secretary

SALARY

Classified salary schedule, range 32.

DEFINITION

Under the direction of an administrator(s), provide a variety of responsible secretarial and clerical support services; provide information and assistance to administrators, staff and public.

EXAMPLES OF DUTIES

Perform a wide variety of responsible secretarial and clerical work related to the functions and activities of an  assigned administrative office. Assist administration as assigned in such areas as discipline, master scheduling, athletics, special programs, special projects and other matters relevant to assigned office. Greet and assist visitors to the office including parents, students, faculty, staff, administrators and others; maintain positive public relations with others; provide information and directions as appropriate. Provide support to the administrator as assigned by the position.  Initiate and answer telephone calls; take and relay messages; schedule appointments; explain program policies and procedures within the scope of authority; provide information of general or limited technical nature. Type reports, memoranda, schedules and lists from straight copy, rough drafts or oral instructions; compose independently or from oral instruction, letters requesting or providing information or dealing with routine matters; operate office machines such as typewriter, copiers, calculator, and computer terminals as assigned.  Prepare lockers for issuance as assigned; distribute lockers and maintain related records. Take and transcribe dictation of letters, reports, bulletins, meetings and memoranda or transcribe materials from dictation equipment. Review reports, records and other data for accuracy, completeness and compliance with established standards; screen, verify and adjust attendance records and other data as assigned;  process various forms and applications; maintain confidentiality of information as appropriate. Order and maintain various forms, supplies and equipment as necessary for efficient office operations; maintain a variety of complex files, records and logs.  Perform related duties as assigned.

EMPLOYMENT STANDARDS

Education and Experience: Any combination equivalent to graduation from high school and three years of increasingly responsible clerical or secretarial experience requiring extensive public contact in an office or school setting. 

Knowledge and Abilities: Knowledge of functions and activities of an  office;  operation of a computer and assigned software programs; modern office practices, procedures and equipment; telephone techniques and etiquette; record-keeping techniques; correct English usage, grammar, spelling, punctuation and vocabulary; interpersonal skills using tact, patience and courtesy; oral and written communication skills; operation of standard office equipment.

Ability to provide secretarial support to an administrator; work independently with little direction; type  at 45 words net per minute from clear copy (verification of typing required with application); operate a variety of office machines including typewriter, calculator, copiers and computer terminal; perform varied and complex secretarial and clerical support duties; compose correspondence and written materials independently; maintain a variety of filing systems; perform responsible record-keeping duties; read, interpret, apply and explain rules, regulations, policies and procedures; establish and maintain cooperative and effective working relationships with others; understand and follow oral and written directions; meet schedules and time lines; work confidentially with discretion; maintain records and prepare reports; communicate effectively both orally and in writing. 

Physical Abilities: Hearing and speaking to exchange information in person or on the telephone; dexterity of hands and fingers to operate a computer keyboard; seeing to read a variety of materials; bending at the waist, kneeling or crouching to store or retrieve materials; sitting or standing for extended periods of time; lifting moderately heavy objects.