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Note: applicants for SUBSTITUTE Clerical Worker/Administrative Support positions should contact Human Resources for application materials. Please see the website section entitled "Substitute Application documents and Instructions" Substitute Application Documents & Instructions or email [email protected] for more information.
General Job Description
Basic Functions:
This is a specialized secretarial/clerical position which includes the primary responsibility of performing operational and administrative office duties on behalf of and in support of the building or office administrator. This position requires considerable personal initiative and judgment in completing assignments. The individual must effectively communicate and interact with students, parents, staff and community members.
Education & Experience:
High school diploma or above required.
Documented experience as an office secretary to include computer experience using Microsoft Office and standard office equipment.
Knowledge, Skills & Abilities:
This position requires the ability to relate to students, parents, school personnel and community representatives. Knowledge of English, spelling, punctuation and math required. Considerable knowledge of modern office practices, procedures and equipment, ability to understand and follow oral and written instruction, effectively communicate necessary information to others, and compose effective and accurate correspondence. Ability to type 50 words per minute required. Knowledge of Microsoft Office and Outlook is required. Must have the ability to learn new software products required to perform job functions. Knowledge and the ability to assemble and organize data/information, maintain complex files and records, work independently, and assess various situations and make the appropriate decisions.
Authority & Responsibilities: [(E) Designates Essential Functions]
- Serves as secretary to the building/department administrator(s) and as liaison with other building/District staff, student, parents and community. (E)
- Prepares, composes, and assembles materials as instructed. Collects and compiles statistical, financial or other information in an organized manner. (E)
- Inputs information into computer files, updates information, and generates reports as necessary. (E)
- Provides information about District policies, rules and regulations and/or directs individuals to the appropriate District personnel. (E)
- Communicates effectively (orally and in writing) with administrators, staff, students and the public. (E)
- Reviews and checks documents for completeness, accuracy, and conformity with applicable rules, regulations and procedural requirements. (E)
- Acts as a receptionist, professionally answers the telephone, takes messages as necessary, and/or refers calls or visitors to the appropriate personnel. (E)
- Schedules meetings, appointments, and makes other arrangements for administrators as necessary.
- Receives/directs mail and identifies matters in order of priority. (E)
- Operates office equipment, including but not limited to, fax machine, copiers, computers, telephones, intercom systems, etc. (E)
- Performs functions related to budget preparation, requests for payments, purchasing and work orders as directed by administrator(s). (E)
- May be required to perform functions related to scheduling substitute staff by utilizing the SubFinder system. (E)
- Maintains confidentiality of all business related information. (E)
- Performs other related functions as directed by the building/department administrator(s).
Physical Requirements:
Sedentary—Exerts up to 10 lbs. of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Involves sitting most of the time, but may involve walking or standing for brief periods of time.
Auditory and Visual Requirements:
Within normal ranges with or without correction.
Equipment Used:
Office equipment such as computers, fax machines, telephones, copiers, etc.
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This job description is not an exhaustive list of all responsibilities, skills, tasks, requirements, efforts, or working conditions associated with this position. While this job description is intended to be an accurate reflection of the current position, management reserves the right to modify essential functions of the job, or to require that additional or different tasks be performed when circumstances change (i.e., emergencies, changes in personnel, workload, rush jobs or technical developments).
