Job Description / Essential Elements:
Under general supervision, to act as secretary and general office aide to intermediate, junior, and senior high school principals; to perform a wide variety of complex clerical and secretarial work; to direct the work of a medium-size group of clerical employees; to relieve the principal of clerical and routine administrative details; and to do related work as may be required.
EXAMPLES OF DUTIES
Performs a variety of secretarial and clerical duties for the principal of an intermediate, junior, or senior high school; receives visitors, keeps principal’s calendar and arranges for appointments; takes and transcribes dictation including material of a confidential nature; types correspondence, bulletins, reports, forms, and other documents; maintains files; directs the work of other clerical personnel; composes independently or from oral instructions, letters requesting or giving information or dealing with routine school activities; compiles and prepares reports; maintains files of all materials received and retained by the office, coordinates, and screens a variety and volume of personal and telephone contacts involving students, teaching staff, and parents; may brief substitutes needed for teacher absences; screens visitors, telephone calls, and mail directed to the principal; handles teacher problems and requests that do not require administrative decision; arranges appointments and makes reservations for meetings, takes minutes of meetings, and prepares periodic reports and schedules; maintains budget expense records and advises supervisor and others on current budget status; types requisitions, and charges cost against appropriate department’s budget, checks records and other data for accuracy, completeness, and compliance with established standards; operates office appliances; may keep student body expense records; may perform a variety of duties including activities to prepare for the new school year; keeps time reports for all employees including Substitute teachers; answers phone for numerous incoming lines, and commands campus intercom.
KNOWLEDGE AND ABILITIES
Knowledge of: The functions, organization, and basic clerical operation of an administrative office, and the scheduling, layout, and supervision of diverse activities; modern office practices and procedures including filing systems, receptionist, and telephone techniques; letter and report writing; English usage, vocabulary, spelling, grammar, and punctuation; basic objectives, goals, organization, and functioning of a school district, and relationships to state law and other school organization; general and public relations.
Ability to: Perform and coordinate difficult office, secretarial, and clerical work involving taking dictation or transcription by mechanical means, independent judgment and requiring accuracy, speed and public relations skills; devise or adapt office procedures to changing organizational needs; make clear and comprehensive reports and keep complex records; understand, interpret, and apply rules and written directions to specific situations; effectively meet administrative and professional personnel and the public in situations requiring tact and poise; compose correspondence independently; acquire technical information terminology, and procedures rapidly; understand and perform the role of “aide” to an administrator.
EDUCATION AND EXPERIENCE
Education: High School diploma or equivalent. Additional qualifying education may be substituted for the required experience. PROOF OF EDUCATIONAL REQUIREMENTS MUST ACCOMPANY THE APPLICATION
Experience: Three years of office, public contact, or secretarial work at a responsible level.
Ability to keyboard at a speed not less than 60 words per minute. Computer skills and computer knowledge preferred. Shorthand/ note taking ability desired.