Job Title:  Secretary to Assistant Superintendent

Exemption Status/Test :  Nonexempt 
Reports to:  Assistant Superintendent
Dept./School:  Central Administration 

Primary Purpose:

Under moderate supervision organize and manage the routine work activities of the Assistant Superintendent office and provide clerical support to Assistant Superintendent and other staff members, so that he/she may devote maximum attention to the operation of his/her respective department.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient skills in keyboarding, data entry, word processing, and file maintenance

Ability to use software to develop spreadsheets and databases and do word processing

Ability to prioritize workflow to address the multiple needs of the supervisor or the department

Ability to multi-task numerous complex administrative activities

Basic math skills

Effective communication and interpersonal skills

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare correspondence, forms, reports, manuals, and presentations for the Assistant Superintendent.
2. Compile, maintain, and file all reports, records, and other documents as required.
3. Maintains regular filing systems and searches files for specific information.

Accounting

1. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders, payment authorizations, professional leave forms and travel reimbursements.
2. Order and maintain inventory of office supplies and program materials and equipment.
3. Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.

Other

1. Places and receives telephone calls, records messages, routes to appropriate staff and keeps Superintendent and Assistant Superintendent informed.
2. Maintain a schedule of appointments; make arrangements for conference and schedule interviews.
3. Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
4. Receive, sort, and distribute mail and other documents.
5. Utilizes office technology and automation to complete tasks.
6. Prepares correspondence and reports as instructed.
7. Interacts and answers questions professionally and appropriately with the public and district staff in person and on the telephone.
8. Maintain confidentiality of information.
9. Performs other such tasks that may be assigned by the Superintendent or Assistant Superintendent or Designee.

Supervisory Responsibilities:  None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress