Job Description
Job
Title:
Administrative Secretary- Assessment &
Research Director
Department:
District Office
Reports
To:
Assessment & Research Director
Salary
Schedule:
FLSA
Status:
Nonexempt
Prepared
By:
Human Resources Department
Prepared
Date:
Revised 7/14/05 (revised 6/13/13)
Approved
By:
Human Resources Director
Approved
Date:
7/14/05 (revised 3/2/07, 11/17/08, 6/13/13)
SUMMARY
Performs secretarial duties in the District
Office by performing the following duties. Serves as the Executive Secretary for the Assessment & Research
Director. Has lead and primary
responsibility for all office administrative functions.
ESSENTIAL
DUTIES AND RESPONSIBILITIES include the following. Other duties may be
assigned as necessary. Regular
attendance and timeliness is an essential job function to perform the essential
duties and responsibilities of the position.
Answers
telephone to provide information, take message, or transfer calls.
Screens
incoming calls and correspondence and responds independently when possible.
Greets
scheduled visitors and conducts to appropriate area or person.
Assists Assessment & Research Director with standardized
assessment program. Maintains records, reports, and other
material essential to program.
Collects
and maintains applicable records; communicates with parents and administrators.
Inputs and updates automated student record files.
Queries
data base files and prepares local, State, and Federal reports as
necessary.
Maintains
close contact with various State Office of Education personnel regarding
computer services and assessment administration.
Answers
and screens administrator's telephone calls, and arranges conference calls.
Organizes
and maintains file system, and files correspondence and other records.
Updates computer data files with a wide variety of student
information.
Acts as custodian of documents and records.
Makes copies of correspondence or other printed materials.
Creates
and maintains database and spreadsheet files.
Prepares outgoing mail and correspondence, including e-mail
and faxes.
Compiles
and files reports.
Reads
and routes incoming mail. Locates and attaches appropriate file to
correspondence to be answered.
Estimates and plans budget requirements and reports. Maintains
information needed for budget purposes.
Obtains student information by calling other schools,
professional agencies, and parents.
Maintains applicable calendars.
QUALIFICATIONS To perform this job
successfully, an individual must be able to perform each essential duty
satisfactorily. The requirements listed above and below are representative of
the knowledge, skill, and/or ability required. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential
functions.
EDUCATION
and/or EXPERIENCE
Associate's
degree (A. A.) or equivalent from two-year college or
technical school and one year related experience and/or training; or equivalent
combination of education and experience.
LANGUAGE
SKILLS
Ability
to read and interpret documents such as safety rules, operating and maintenance
instructions, and procedure manuals. Ability to write
routine reports and correspondence. Ability to
speak effectively before groups of customers or employees of organization.
MATHEMATICAL
SKILLS
Ability
to add, subtract, multiply, and divide in all units of
measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and
interpret bar graphs.
REASONING
ABILITY
Ability to solve practical problems and deal with a variety
of concrete variables in situations where only limited standardization exists. Ability to interpret a
variety of instructions furnished in written, oral, diagram, or schedule form.
PHYSICAL
DEMANDS The physical demands
described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform
the essential functions.
While
performing the duties of this job, the employee is regularly required to sit;
use hands; talk and hear. The employee is occasionally required to stand,
walk, and reach with hands and arms. The employee must regularly lift
and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and
occasionally lift and/or move up to 50 pounds. Specific vision abilities
required by this job include close vision, distance vision, color vision, and
ability to adjust focus.
WORK
ENVIRONMENT The work environment
characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform
the essential functions.
The
noise level in the work environment is usually moderate.