ADMINISTRATIVE SECRETARY – 4.20

 

GENERAL DEFINITION AND CONDITIONS OF WORK:

Performs intermediate skilled clerical and responsible administrative work performing a variety of typing, data entry and general office assistance tasks; does related work as required.  Work is performed under regular supervision.  This is a non-exempt position as defined by the Fair Labor Standards Act.

 

This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects, and some light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires reaching, standing, fingering, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or to make fine distinctions in sound; visual acuity is required for depth perception, color perception, preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.

 

ESSENTIAL FUNCTIONS/TYPICAL TASKS:

Receiving incoming telephone calls and greeting office visitors; typing, word processing and data processing duties; preparing, maintaining and receiving records and files; performs related duties applicable to the Directorate.  Administrative Secretaries also……..

• Types general correspondence, memorandum, reports, schedules, official notices and other materials from rough draft, copy, marginal notes or verbal instruction;
• Checks and reviews a variety of data for accuracy, completeness and conformance to standards;
• Processes applications of professional, classified personnel, substitute and student teachers;
• Processes contracts/agreements for professional and classified employees;
• Processes staff recertification and development materials;
• Prepares purchase orders and invoices, maintains account records and spreadsheets;
• Assists with updating curriculum materials and records;
• Prepares various schedules, reports and forms;
• Records professional leave activities;
• Prepares triennial re-evaluation records and files;
• Maintains student files;
• Prepares requests for payment for extra services;
• Assists with budget preparation, triennial survey, fixed asset inventory and insurance;
• Assists with transportation, food service and maintenance requests;
• Copies and binds reports and booklets as needed;
• Maintains records and generates reports pertaining to department, program or specialized activity;
• Receives, processes and distributes incoming mail and materials;
• Collects and prepares data for records and reports;
• Maintains records and generates appropriate reports pertaining to department, program or specialized activity;
• Makes arithmetical calculations; requisitions supplies and materials for department;
• Maintains mailing lists, files and indexes; prepares letters for mailing;
• Performs related tasks as required.

 

KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of department programs and policies; ability to type and perform data entry work accurately and at a reasonable rate of speed; ability to make arithmetical calculations; ability to operate a variety of data entry and office equipment; ability to establish and maintain effective working relationships with associates and the general public; ability to use word processing and spreadsheet software effectively; ability to follow oral and written instructions.

 

EDUCATION AND EXPERIENCE:

Any combination of education and experience equivalent to graduation from high school including or supplemented by advanced secretarial training and considerable clerical experience.

 

Revised May 2004

 

SALEM CITY SCHOOLS IS AN EQUAL OPPORTUNITY EMPLOYER