Sub Secretary I FRYSC or YSC

McCracken

Heath Middle School - West Paducah, Kentucky This job is also posted in McCracken County Schools

Job Details

Job ID:

5912289

Application Deadline:

Posted until filled

Posted:

Yesterday

Starting Date:

Immediately

Job Description

CLASS TITLE

FRYSC

SECRETARY I

ESSENTIAL

FUNCTION

Perform advanced-level secretarial duties requiring independent judgment and analysis for a District Director or coordinator of a District-wide program or function; plan, organize and coordinate office activities and communications to relieve the Director of routine administrative and clerical details.

DISTINGUISHING CHARACTERISTICS

Secretary I incumbents report to a District coordinator, specialist or other administrator having responsibility for a program of smaller size, complexity and impact and perform responsible administrative assistance duties. Secretary II incumbents report to a Director-level administrator with responsibilities for overall program administration of a large, complex District function and perform administrative assistance duties.

BASIC REPRESENTATIVE DUTIES

• Implement all rules and regulations, policies and administrative guidelines as adopted by the Board of Education and/or the school SBDM Council.
• Serve as secretary to a Director, coordinator or other administrator of a District-wide program or function; plan, organize and coordinate activities to relieve the administrator of routine clerical details.
• Interview and screen callers and visitors, including students, teachers, administrators, parents, vendors and the public and provide information or direct to appropriate personnel; provide detailed and technical information concerning District policies, procedures and established regulations.
• Communicate with parents and District personnel on confidential or sensitive issues; screen incoming calls to gather and exchange information.
• Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters and notices; prepare Board agenda items and related materials as assigned; compose correspondence or prepare from rough draft.
• Research and compile information and compute statistical data for federal, State and District reports and special projects as assigned.
• Train and provide work direction to other clerical personnel as assigned.
• Type a variety of items including inter-office communications, requisitions, forms, letters, special projects, legal documents and other materials; establish, modify and maintain project and confidential filing systems.
• Schedule meetings, conferences and appointments for the Director; maintain Director's calendar; arrange for conference rooms and refreshments; arrange and schedule travel accommodations as necessary.

Assist in the maintenance of department budgets; enter data into computer to charge appropriate accounts; review invoices, requisitions and purchase orders for accuracy, completeness and compliance with department and District policies; inspect and verify accuracy of District financial reports with office records; research and resolve discrepancies as needed.

Review or prepare a variety of materials and documents, including financial documents, invoices, inventory records and statistics; order supplies and materials and prepare purchase orders; assure adequate forms and supplies to support office operations.

Attend a variety of meetings; prepare and send out notices of meetings; collect and compile information for meetings, projects and workshops; prepare and distribute minutes.

Take and transcribe dictation of letters, reports, bulletins, meetings and memoranda as required; transcribe materials from dictation equipment as required; provide secretarial and clerical assistance to other staff as necessary.

Maintain a variety of complex personnel records, time sheets, lists, files and records, including confidential materials.

Compile data for budget; post and maintain budget and financial records of a variety of programs; monitor account balances and record expenditures.

Receive, open and screen incoming mail and independently compose replies according to established procedures.

Operate a variety of office equipment such as typewriter, computer terminal, FAX machine, copier and calculator as assigned.

Coordinate communications between supervisor and other District staff and the public.

Perform related duties as assigned.

Remain at work during the entire workday unless excused by immediate supervisor or designated representative.

Maintain a professional appearance.

Incorporate the use of technology in daily tasks.

Maintain regular attendance.

Adhere to the Professional Code of Ethics.

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF:

Modern office practices, procedures and equipment.

Applicable sections of Kentucky Administrative Regulations and other applicable laws.

District organization, operations, policies and objectives.

Organization, rules, regulations and programs related to an assigned office or function.

Operation of a computer terminal and data entry techniques.

Software applications used by the District, including word processing and spreadsheets.

Financial and statistical record-keeping techniques.

Basic budget monitoring and control.

Telephone techniques and etiquette.

Financial and statistical record-keeping techniques.

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

Interpersonal skills using tact, patience and courtesy.

ABILITY TO

Perform advanced-level secretarial duties requiring independent judgment and analysis.

Plan, organize and coordinate office activities and communications to relieve the Director of routine administrative and clerical details.

Work independently with little direction.

Type at an acceptable rate of speed.

Analyze situations accurately and adopt an effective course of action.

Compose independently or from oral instructions letters, memos, bulletins or other material.

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

Maintain records and prepare reports.

Communicate effectively both orally and in writing.

Meet schedules and time lines.

Add, subtract, multiply and divide quickly and accurately.

Establish and maintain cooperative and effective working relationships with others.

EDUCATION AND EXPERIENCE

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 two years of increasingly responsible secretarial and clerical experience.

LICENSES AND OTHER REQUIREMENTS

Some positions in this class may be required to take and transcribe shorthand at an acceptable rate of speed.

TERMS OF EMPLOYMENT

Salary and work year to be established by the Board.

EVALUATION

Performance of this job will be evaluated in accordance with provisions of the Board's policy on Evaluation of Classified Personnel.

Position Type:

Substitute