District Office Administrative II Secretary
Please note that this posting closes at 3:00 pm on the date listed above.
If you have questions regarding this position, please contact Stephanie Maarse at (385)-646-4212 or email firstname.lastname@example.org
Provides secretarial services to the Director and department staff. Assists with preparation and monitoring of department budget. Assists with bookkeeping, processing payroll, ordering equipment and supplies, scheduling, monitoring inventory and organization of events.
- Provides secretarial services to department director which may include many confidential personnel issues.
- Processes all department timecards, Time and Attendance Reports, all comp time records and verifies all leave balances for absences. Enters and validates all Time and Attendance Reports on the QSS system and responds to payroll inquiries for the department. Prepares payroll reports at regular intervals and as requested. Maintains a consistent and ongoing record of comp time, sick leave and vacation for the department.
- Obtains the annual budget requirements for the department and prepares preliminary budget estimates. Maintains and balances books on all department accounts. Provides advanced warning of potential over-expenditures of funds and initiates electronic transfers of funds. Prepares financial and other budget reports at regular intervals.
- May be responsible for disbursing and accounting for discretionary money as designated by the director. Assists in overseeing credit card purchases and reconciliation of department credit cards.
- Maintains a regular filing system including a set of locked personnel files and processes related information and correspondence. Prepares documents for use in interviews for employee hiring.
- Supports other work group members when needed. Provides organization in the office and communicates with school mentors, coaches and teachers.
- Maintains statistical information or other data logs, spreadsheets on projects. Maintains a fixed asset inventory and property accounting system.
- Sorts, separates and distributes incoming mail, products or material in prescribed manner. Orders and maintains office supplies as needed. Prepares inter-office vouchers and requisitions. Maintains a schedule of appointments and makes arrangements for conferences and interviews. Welcomes visitors and arranges for their needs and screens callers in accordance with predetermined policy. Places and receives telephone calls, records messages and redirects inquiries for proper attention.
- Organizes and implements computer systems, programs and software which serves the needs of the department.
- Organizes various events throughout the year.
- Other duties as assigned.
- Requires skill in word processing (55 wpm), computer operation plus relevant software, work organization, operation of business machines, basic math, bookkeeping, oral and written communication and interpersonal relations.
- Excellent written and oral communication skills with the ability to check written communications for spelling, grammar, punctuation, correct sentence, and paragraph structure.
- Requires strong problem solving and analytical skills.
- Requires bookkeeping, budgeting, payroll and accounting skills.
- QCC and Discovery skills preferred.
- Ability to deal with people in a professional manner which shows sensitivity, tact, and professionalism.
- Ability to work effectively with others.
- Ability to organize work and materials.
- Ability to maintain confidentiality of district, employee and other information.
- Ability to operate a variety of office machines.
- High School diploma or equivalent.
- Type test of 55 wpm or better preferred.
- Two years of prior full-time secretary work experience preferred.
Decision Making Authority
Prioritizes own work. Determines timely notification of supervisor concerning budget allocation, spending or other problems. Plans and prepares for meeting many deadlines. Determines appropriate responses to questions raised by phone or in-person visits.
Interacts with outside agencies, administrators and teachers at the school level and administrators and specialists in other departments and other school districts and universities.
Standard office conditions. Works on multiple assignments with deadlines.
Requires the ability to sit, stand, walk, stoop, kneel, crouch or crawl. Ability to reach with hands and arms, use hands to finger, handle or feel. Ability to talk or hear. Vision abilities include close vision, distance vision, color vision and ability to focus. Physical demands require moving and lifting supplies, equipment, etc. up to 25 pounds and occasionally lift and/or move up to 50 pounds.