Administrative Secretary - High School Front Office

TITLE: ADMINISTRATIVE SECRETARY

REPORTS TO: HIGH-LEVEL ADMINISTRATOR

QUALIFICATIONS: Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and professional experience involving the use of word processing, spreadsheet and record-keeping. 

JOB FUNCTION: To perform a wide variety of specialized and responsible secretarial and administrative support duties for a high-level administrator; organize and coordinate office activities and communications to assist the administrator with assigned functional areas of responsibility.

REFERENCE SALARY: Administrative Secretary

DUTIES AND PERFORMANCE RESPONSIBILITES:

• Perform a wide variety of specialized and responsible duties independently in support of functions delegated to a high-level administrator; interpret and apply rules and regulations as appropriate; perform duties to assist the administrator with administrative detail as appropriate.
• Assist high-level administration with administrative matters; interview callers, exercising considerable judgment and applying experience in making decisions; provide information in accordance with established policies and procedures; refer problems requiring technical answers to appropriate administrators.
• Coordinate preparation of agendas for policy making groups (Board of Education, SBDM, etc); assure proper content, format, order, and supporting documentation; confer with submitting departments as needed regarding revisions and corrections; incorporate materials into resolution form for presentations.
• Coordinate communication between the administrator and District personnel, students, educational institutions, vendors, other outside organizations and the public; obtain and provide information, coordinate activities and resolve problems.
• Operates the telephone system by providing: routine information and assistance, receiving incoming calls and making necessary connections to staff, taking and transmitting information and messages as requested.
• Assures the telephone system is covered during working hours; train and provide work direction to substitutes and back-up.
• Schedule meetings, conferences and appointments for assigned administrator; maintain administrator's calendar; arrange travel accommodations, as necessary.
• Compile information and data for a variety of reports; organize, type and print reports and other written materials related to assigned office functions.
• Excellent interpersonal skills and the ability to interact tactfully and courteously to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations.
• Create a wide variety of materials such as correspondence, reports, contracts, forms, applications, memoranda and other documents.
• Take and transcribe dictation of minutes, letters and memoranda, including materials of a confidential nature as required by the position; prepare correspondence and memoranda independently or from oral instructions.
• Operates computer and use various software packages to maintain records and generate reports, lists and other materials; utilize word processing and other software as required.
• Perform related duties as assigned.

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF:

• Intermediate/advanced proficiency in using Microsoft Word, Excel, Outlook and PowerPoint as well as web browsers

• Modern office practices, procedures and equipment

• Record keeping and report writing techniques

• Correct English usage, grammar, spelling, punctuation and vocabulary

• District organization, operations, policies and objectives

• Oral and written communication skills

• Applicable sections of Kentucky Administrative Regulations and other applicable laws

• Interpersonal skills using tact, patience and courtesy

• Telephone techniques and etiquette

ABILITY TO:

• Perform secretarial and administrative assistance duties

• Read, interpret, apply and explain rules, regulations, policies and procedures

• Work independently with little direction

• Establish and maintain effective working relationships with others

• Meet schedules and time lines

• Prepare reports by gathering and organizing data from a variety of sources

• Work confidentially with discretion

• Communicate effectively both orally and in writing

• Work efficiently with many interruptions

• Makes arrangements for meetings and conferences

• Maintain a variety of files, records and logs

• Plan and organize work

• Provide work direction to others, as assigned

ADDITIONAL REQUIREMENTS:

• Complete all mandatory training and attend in-service sessions

• Willingness to obtain a Notary Public Certificate

• Performs assigned tasks in a timely manner

• Consistently displays self-control with parents, students and school personnel

• Maintains a clean workstation (desk, office, etc.)

• Be clean, neat and appropriately/professionally dressed

• Operate equipment in a safe manner

• Be consistently responsible-maintaining regular punctual attendance and timely completion of assigned duties, working assigned contract and extended days and using sick and personal leave appropriately