Washington
County School District
Job
Description
Job Title: Secretary- K12 Executive Director
Department: Professional Development
Reports
To: K12 Learning/Professional Development Executive
Director
FLSA
Status:
Non Exempt
Salary Schedule: SC lane 10
Prepared
By: K12 Learning/Professional Development
Executive Director
Prepared
Date: 7/19/2013
Approved
By: Human Resources Director
Approved
Date: 7/19/2013
SUMMARY
Perform
administrative secretarial duties for the K12 Student Learning /Professional
Development Executive Director by performing the following duties.
ESSENTIAL
DUTIES AND RESPONSIBILITIES may include the following. Other duties
may be assigned. Regular attendance and
timeliness is an essential job function to perform the essential duties and
responsibilities of the position.
Answers
and screens Executive Director’s telephone calls, correspondence and responds
independently when possible. Also
answers phone calls and offers assistance to educators and the general public
related to curriculum, K12 learning and professional development.
Assist
Executive Director in maintaining information, reports and other materials
essential to the district programs managed and run through K12 learning, curriculum
and professional development.
Work
closely with the Executive Director in implementing, training and maintaining
the PLC model at the District Office and each school. Be a support to schools
and staff in this area.
Gather
data from Power School and Cognos as needed by the
executive director in tracking student learning & achievement throughout
the district. This information will be documented in a spreadsheet format.
Set
up travel arrangements for Executive Director as well as the Education Equity
coordinator using the district travel program; which includes scheduling a
district vehicle, flight reservations, hotel reservations, conference
registration and issuing a per diem.
Contact
person/registrar with USOE regarding Core Academy as well as maintenance of
spreadsheets and attendance records.
Constructs
and maintains department webpage of the Professional Development website.
Collects
and maintains applicable records for professional development endorsement
classes, trainings and licensure points.
Greets
and assists visitors to the K12 Learning and Professional Development Department.
Manages
the On-Track professional development databases; inputs data, audits
information, and troubleshoots database problems to maintain accuracy of
database. Contact person for the District
Office with the State Office of Education.
Composes,
or transcribes from rough draft, correspondence, bulletins, memorandums, and
other material; makes copies of correspondence or other printed materials.
Maintain
database and spreadsheets regarding stipends for educators, tracking and
recording attendance to district related trainings for licensure points.
Manage
the Professional Development library at the District Office.
Acts
as custodian of documents and records and provides research and official
documentation when needed. Organizes and
maintains file system, and files correspondence and other records.
Prepare
outgoing mail and correspondence, including e-mail and faxes.
Reads
and routes incoming mail. Locates and
attaches appropriate file to correspondence when necessary.
Prepares
memorandums outlining and explaining administrative procedures and policies to
supervisory workers and monitors compliance.
Reviews
and updates office procedures; trains and instructs other office personnel.
Designs
and organizes filing systems; acts as custodian of records.
Composes
and types letters in regard to endorsements, certificates, and recommendations
for educators within the district.
Directs
preparation and filing of corporate legal documents with government agencies to
conform to the statutes.
Studies
new regulations and applies them in preparing reports and maintaining records.
Coordinates
and arranges meetings or workshops, prepares agendas, reserves and prepares
facilities, and records and transcribes minutes of meetings.
Calendars
the use of the Woodward Building, as well as schedules meeting rooms. Also is responsible
for keys to the building as well as assigning keys to district office
employees.
Assists
in the coordination of District Endorsement Programs through
Attends
and transcribes minutes of monthly district meetings as needed; (i.e, Dept. Meetings, etc).
Coordinates
(Executive Director’s) schedule and makes appointments.
-With the approval of direct supervisor
(see above), assists with the following Coordinators in basic secretarial needs:
-ESL Coordinator
-Literacy
Coordinator
-Math
Coordinator
-Professional
Development Coordinator
-Gifted
Coordinator
Manage
and coordinate the master of education program through SUU. Contact person for the District Office with
SUU.
Manage
and coordinate the distance education program with Utah State University. Contact person for the District Office with
USU.
Directs
preparation of records such as agendas, notices, minutes, and resolutions for
district meetings relating to her supervisor.
Orders
and maintains supplies; arranges equipment maintenance; performs minor
maintenance and repair of office machines and copiers.
SUPERVISORY
RESPONSIBILITIES
This
job has no supervisory responsibilities.
QUALIFICATIONS To perform this job successfully, an individual
must be able to perform each essential duty satisfactorily. The requirements
listed 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. Must demonstrate an
acceptable level of maturity, good judgment, and emotional stability.
EDUCATION
and/or EXPERIENCE
Associate's
degree (A. A.) or equivalent from two-year college or technical school; or six
months to one year related experience and/or training; or equivalent combination
of education and experience.
CERTIFICATES,
LICENSES, REGISTRATIONS None
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 use
hands to finger, handle, or feel; reach with hands and arms; and talk or
hear. The employee frequently is
required to stand, walk, and sit. The
employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move
up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this
job include close vision, distance vision, and color vision.
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.