TITLE:                                       SECRETARY

 

QUALIFICATIONS:

Knowledge of:

-    business English including grammar, spelling, and punctuation;

-    modern office equipment, practices, and procedures;

-    basic bookkeeping;

-    computer software applications;

-    department rules, procedures, and functions.

 

     Ability to:

-    type accurately, in positions requiring keyboarding;

-    gather, compare, and summarize data from a variety of sources;

-    operate a variety of office equipment;

-    communicate information clearly and concisely;

-    read and comprehend materials;

-    formulate logical and reasonable conclusions from available information.

-    establish and maintain effective working relationships with other employees and the general public;

-    proof and edit solution to arithmetic problems involving addition, subtraction, multiplication, division, and percentages

 

 

REPORTS TO:                  Transportation Supervisor

 

Performance Responsibilities

Provides clerical/secretarial support which includes tasks such as composing and finalizing correspondence, establishing and maintaining filing systems, creating and maintaining databases, gathering and providing information, and recording fiscal activities to support office operations.

 

The Secretary performs a wide variety of clerical and office support functions and has independence to deviate or choose from defined procedures and practices.

 

Challenged to locate and select most appropriate guidelines that may change for varying circumstances.  This is challenging because it involves choosing from alternatives that are all correct but one is better than another depending on the circumstances of the current situation.  Further challenged to guide the direction taken to resolve complaints or problems and influence or correct actions and behaviors.  This is challenging because the position must probe for information where needs, issues, and results are not readily apparent and defined.

 

Typical problems include completing work in an accurate and timely manner with constant interruptions, explaining procedural changes to the general public, understanding terminology.

 

Decisions include determining the speed, methods, organization, tracking, and timing to efficiently complete assignments; determining the method to compile and retrieve information; fixing incorrect calculations, or software commands; recommending changes in procedures and forms that do not alter the operation itself; locating or tracing missing documents and information; determining the methods to register participants; choosing the correct forms and steps to accurately process an action; determining which software package and format to use depending on the nature of the document to be produced; selecting from established vendors or carriers depending on the need for speed and the cost; approval of designated expenditures; and determining the proper referral of inquiries. 

 

Daily contact with the public to instruct them on completing forms and documents; provide information on the status of actions or requests; and explain processes, forms, requirements, charges, fees, schedules, etc.; with other agencies and resources to describe problems or needs; and with other work units to clarify data and correct factual errors in documents or transactions, and explain why a specific action was taken.

 

The incumbent works in a typical office environment.   

 

Specific Responsibilities

1.  Composes and finalizes letters, narratives, memos, reports, and forms to produce accurate documents.

a.  Chooses appropriate formats based on contents of documents including appropriate font styles and sizes, headers and footers, paragraphs, page numbers, etc.

b.  Implements spelling and grammar checks and makes corrections if necessary.

c.  Prepares reports by defining commands to compile information, determining formats and links among compatible software, and creating appropriate informational enhancements such as graphs, slides, spreadsheets, etc.

 

 

2.  Responds to requests or questions regarding routine program operations to disseminate information and provide assistance to clients and the public.

a.  Screens information, data, and forms.

b.  Gathers information by asking questions or determines sources for information.

c.  Completes forms or selects, sorts, and compiles data.

d.  Explains or interprets procedures.

 

3.  Makes travel arrangements or schedules appointments to ensure necessary arrangements are made.

a.  Reviews requests.

b.  Determines available alternatives.

c.  Selects appropriate accommodations.

     

4.  Establishes and maintains computerized and manual filing systems by determining file-naming and organizational methods for data files; and following standard filing procedures for correspondence, forms, and other documents to ensure accurate storage and retrieval capabilities.

 

5.  Reviews documents, forms, data, and files to ensure accuracy and completeness.

a.  Completes missing information.

b.  Corrects errors or contacts appropriate individuals to obtain the correct information.

c.  Reviews content of incoming mail and determines appropriate distribution.

 

1. Performs other duties as assigned.

 

TERMS OF EMPLOYMENT:           Full-time, 40/hours weekly. Salary, work and benefits to be established by the Board of Education.

 

EVALUATION:                            Performance of this job is to be evaluated in accordance with provisions of the Board’s policy on evaluation of support services personnel.