Admin Secretary

Purpose Statement
The job of Administrative Secretary - Department/Program is done for the purpose/s of providing administrative and secretarial support to assigned Administrator; ensuring compliance of Department records with financial, legal and administrative requirements; and monitoring assigned projects and/or program components.
 

Essential Functions 

• Compiles data from a variety of sources (e.g. timesheets, purchase orders, invoices, auditor requests, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
• Coordinates a variety of activities/programs (e.g. professional development classes, meetings, workshops, departmental purchase requests, acquisitions, authorizations, agreements, billings, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
• Evaluates situations and events (e.g. involving other staff, students, parents, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Maintains a wide variety of documents, files and records (e.g. calendars, schedules, department records, inventory, supplies, reference materials, etc.) for the purpose of providing up-to-date reference and audit trail.
• Monitors assigned district activities and/or program components (e.g. software acquisition, department purchase orders, staff development credits, census reporting, records, audits, student transcripts, special area budgets, etc.) for the purpose of coordinating activities and ensuring compliance with established district policies.
• Prepares a wide variety of reports, documents and correspondence (e.g. purchase orders, transportation requests, fiscal and statistical reports, forms, brochures, manuals, employee certifications, handbooks, DES billings, registrations, reports, memos, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Researches a variety of topics (e.g. current practices, policies, education codes, hardware and/or software applications, vendors, consultants, current technology, etc.) for the purpose of providing information and making recommendations in a variety of administrative areas.
• Responds to a wide variety of program-specific and district-general inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or direction.
• Schedules a wide variety of events (e.g. conferences, meetings, evaluations, testing, interviews, referral appointments, etc.) for the purpose of complying with district/state/federal policies and requirements.
• Supports assigned Administrator(s) for the purpose of providing assistance with administrative functions.

Other Functions 

• Attends meetings as assigned for the purpose of conveying and/or gathering information required to perform functions.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

**Interested applicants can view the complete job description and apply online at: ------------.