BASIC FUNCTION:

Under the direction of the assigned manager, perform responsible secretarial and clerical work related to the assigned functional area; assist the manager with administrative matters requiring knowledge of department policies and procedures, related VCOE rules and regulations, federal guidelines, and related codes and laws; organize and coordinate office activities and communications.

REPRESENTATIVE DUTIES:

Perform responsible secretarial and clerical work related to the function and programs to which assigned; plan, organize and coordinate activities to assist the Coordinator/Director in administrative matters. E

Organize and coordinate office workflow to assure the proper and timely completion of work; monitor and adjust assignment to assure work is completed in accordance to established standards and procedures. E

Greet visitors and answer telephones; provide information or redirect visitors and callers to appropriate personnel; provide detailed information and answer questions regarding VCOE and department programs, policies, procedures and regulations. E

Organize and establish filing and record-keeping system; sort and route mail and correspondence for administrator's personal reply or signature. E

Assist in preparing and maintaining budget and other financial records for assigned programs and functions; requisition office supplies and materials to assure adequate inventory levels; record expenditures for equipment, supplies and maintenance; arrange for payments, purchase orders, and other expenditure documents. E

Compile difficult and complex statistical and written reports from a variety of sources; assist in organizing materials for special projects. E

Assure timely communications between department and VCOE employees and County, State, and federal agencies; make telephone calls to receive and transmit information; type memos, bulletins, letters and notices. E

Compose, prepare, and distribute correspondence, handouts, meeting agendas, and other materials independently or from oral instructions. E

Research and compile information and compute statistical information for federal, State, and VCOE reports. E

Type a variety of items including inter-office communication, requisitions, forms, letters, special project reports, legal documents and other materials; establish and maintain project and confidential files. E

Prepare and maintain a variety of complex records, time sheets, lists, and files records including confidential materials. E

Schedule, arrange and confirm appointments and meetings and maintain the administrator’s calendar; arrange travel reservations and accommodations. E

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

Assist with the registration and collection of funds for VCOE, parent and agency participants in various meetings, workshops, and other activities; makes deposits. E

Operate office equipment such as a microcomputer, computer terminal, typewriter, fax machine, modem, printers, copier and calculator; utilize word processing, spreadsheet, database, graphics, and other applicable software applications; drive an automobile to various sites to conduct work as required. E

Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

VCSS and department organization, operations, policies, objectives, and terminology.

Applicable sections of the State Education Code and other applicable laws.

Responsible secretarial and clerical methods and responsibilities.

Operation of computer equipment and various software applications used within the department.

Modern administrative office practices, procedures and equipment.

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

Basic budget preparation and monitoring and control methods.

Financial and statistical record-keeping techniques.

Oral and written communications skills.

Interpersonal skills using tact, patience and courtesy.

Telephone techniques and etiquette.

ABILITY TO:

Perform responsible secretarial and clerical work related to assigned functions and programs.

Organize, coordinate and oversee office activities.

Make arithmetic calculations quickly and accurately.

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

Plan and organize work.

Meet schedules and time lines.

Analyze situations accurately and adopt an effective course of action.

Maintain a variety of records including statistical and financial data.

Operate a microcomputer, computer terminal, and related software applications to enter data, maintain records and generate reports.

Type at 50 words net per minute from clear copy.

Compose correspondence and written materials independently.

Work independently with little direction.

Establish and maintain effective working relationships with others.

Maintain records and prepare reports.

Work confidentially with discretion.

Communicate effectively both orally and in writing.

Complete work with many interruptions.