Job Description

Title:   SECRETARY III - OPERATIONS SUPPORT

Position Type: Non-Exempt

Primary Function:

Performs a variety of complex and routine office procedures by using word processing, typing, clerical, organizational, and data management computer skills with minimum supervision; works independently; self-motivated

Minimum Qualifications:

• High school graduate or equivalent and additional business/secretarial courses; two to three years secretarial experience in progressively responsible positions, preferably in a business office or school system.

Knowledge, Skills and Abilities:

• Knowledge of basic bookkeeping/accounting procedures, standard office practices and equipment.
  
• Demonstrated knowledge of standard document formats and specific document formats
  
• used in assigned area; exhibits use of correct English grammar, spelling and punctuation; and recognizes standard proofreading symbols on edited work; ability to interpret and apply policies and procedures; ability to plan and manage assigned functions and staff.
  
• Proficiency, in use of word processing software as exhibited by use of all program functions routinely used in the office, including some advanced features; proficiency in use of spreadsheet software as exhibited by use of beginner and intermediate level program functions; initiative/ability to learn other microcomputer programs as required; possesses keyboarding skills with which to produce accurate work in a time efficient manner.
  
• Ability to use shorthand, speed writing, or comparable note taking technique is desirable; ability to establish and maintain effective working relationships with others; professional attitude and good communications skills to deal with members of the general public in a pleasant and effective manner both on the telephone and in person

Performance Responsibilities:

• Prepares from dictation, rough draft or diskette routine and complex documents in proper form; composes communications relating to general and specialized work of School Division support operations; operates specialized software applications installed to collect and analyze data used by Director in managing support operations.
• Uses knowledge of School Board policies and administrative and clerical procedures to make decisions in the absence of supervisor and handles some administrative duties.
• Assists Director by accepting those responsibilities which the supervisor feels appropriate to delegate (e.g. collecting and recording money, verifying leave forms/time sheets for support staff, planning special events).
• Supervises the process or personally prepares, distributes, and tracks to completion various forms including work orders, purchase requisitions, and requests for payment; maintains confidentiality of reports, records, correspondence, and communications when required to handle such information.
• Monitors and verifies support operations budgets using computer spreadsheet program and maintains a ledger if required; uses microcomputer programs required to accomplish assigned work, especially word processing and spreadsheet software; gathers and compiles data necessary for preparation of reports.
• Assists Director in determining work which may be delegated to other clerical personnel; plans and coordinates meetings; makes travel/conference arrangements (or monitors progress if done by other office personnel).
• Initiates and maintains files in manner that ensures both easy access to information and compliance with the Records Retention and Disposition Schedule, Schedule No. 21, Public School Records (eff. 12/10/92).
• Handles telephone calls in courteous manner, taking accurate and complete messages or relays call to appropriate person; maintains a pleasant attitude, being tactful and courteous toward co-workers, students, parents and visitors.
• Performs other duties as assigned.

Reports to:

Director of Maintenance and Facilities Support

Terms of Employment:

Twelve months a year. Salary according to School Board Pay Plan.

Evaluation:

Performance on this job will be evaluated in accordance with school board policy and administrative regulations on evaluation of non-licensed personnel.

2/1/2006