Overall Purpose

The job of Secretary/Assistant III is done for the purpose/s of providing administrative and secretarial support to assigned administrative personnel; coordinating and monitoring assigned activities; and providing information, recommendations, and/or direction as requested by assigned administrator. 

Direct Supervisor

Building Principal or department head

Essential Functions

• Compiles data from a variety of sources (employees, vendors, other departments, etc.) for the purpose of complying with financial, legal, and/or administrative requirements.
• Coordinates a variety of events and activities (new hire submissions, meetings, in-service events, travel and accommodations, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains a wide variety of documents, files, and records (budget data, employee records, financial records, reports, etc.) for the purpose of providing up-to-date information and/or historical reference in compliance with established district policy and legal requirements.
• Monitors a variety of activities on behalf of assigned Administrator (time sheet submission, work order status, etc.) for the purpose of achieving goals and meeting target dates.
• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Prepares a variety of documents (correspondence, agendas, minutes, event programs, bulletins, reports, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.
• Processes documents and materials (time sheets, work orders, requisitions, budget transfers, leave forms, background and fingerprint checks, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
• Researches a variety of topics (current practices, policies, education codes, etc.) for the purpose of providing information and recommendations while addressing a variety of administrative requirements.
• Responds to a variety of inquiries from a variety of internal and external parties (staff, parents, students, public agencies, etc.) for the purpose of providing information, direction, and/or facilitating communication among parties.
• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.
• Demonstrates prompt and regular attendance.
• Communicates effectively and professionally with internal and external stakeholders and resolves concerns in a tactful, considerate, and cooperative manner.
• Processes timekeeping documents and leave requests as assigned.

Marginal Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Competencies 

• Skills-based Competencies 

Required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; preparing and maintaining accurate records; applying job-related codes, regulations, and laws; performing standard bookkeeping; planning and managing projects; and screening telephone calls.

• Knowledge-based Competencies

Required to perform basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; concepts of grammar and punctuation; office practices and procedures; accounting; financial systems; and spreadsheets.

• Ability-based Competencies

Required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with similar types of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; establishing and maintaining effective working relationships; working as part of a team; and working with frequent interruptions.

Requirements

High school diploma or GED equivalent 

Experience in administrative and secretarial work in a similar setting preferred

Physical Requirements

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting (up to 35 pounds), carrying, pushing, and/or pulling, frequent stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. 

Generally the job requires 70% sitting, 15% walking, and 15% standing.  

 Continuing Education/Training

Training as required by assigned department or school

Clearances

Criminal Justice Fingerprint

Background Clearance

Fair Labor Standards Act

Non-Exempt