Job Description

Purpose Statement

The job of Secretary is done for the purpose/s of coordinating assigned personnel, projects, and activities; maintaining manual and electronic documents files and records; maintaining inventory of supplies and materials; collecting payments for events; responding to inquiries; and, administering first aid and prescription medications to students

Essential Functions

• Administers first aid and prescription medications to students (under the direction of a health care professional) for the purpose of meeting immediate health care needs within established guidelines.
• Collects payments for a variety of events (e.g. fines, fees, and fund raisers, field trips, etc.) for the purpose of completing transactions and/or securing funds.
• Coordinates assigned personnel, projects, and activities (e.g. materials distribution, conference, meeting and travel arrangements, classroom and event substitutes etc.) for the purpose of completing activities and/or delivering timely services.
• Maintains manual and electronic documents files and records (e.g. meeting invitations, agendas, minutes, etc.) for the purpose of providing current information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Maintains inventory of supplies and materials (e.g. office supplies, work orders, time sheets, expense reimbursement requests, etc.) for the purpose of ensuring availability of required items.
• Participates in department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions.
• Responds to inquiries from a variety of internal and external parties (e.g. District staff, other schools, government agencies, general public, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.

Other Functions

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

Job Requirements: Minimum Qualifications

Knowledge, Skills and Abilities

KNOWLEDGE is required to perform basic math; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: common office technology applications; understanding of public school administrative functions; basic office procedures; basic bookkeeping; correct grammar, spelling, and punctuation; and, business telephone etiquette.

SKILLS are required to perform multiple tasks using existing skills. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; maintaining and organizing files and databases; and, preparing and maintaining accurate records.

ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify 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 and similar processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data may require independent interpretation; 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 details; working as part of a team; establishing and maintaining effective work relationships; and, working with frequent interruptions.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; operating within a defined budget. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling, and significant fine finger dexterity. Generally the job requires 60% sitting, 10% walking, and 30% standing. The job is performed under conditions with some exposure to risk of injury and/or illness.

Education: High School diploma or equivalent.