Secretary-Professional Development /Counseling/Advanced Academics Job at San Ben

Position Type:
Secretarial/Clerical/Secretary

Date Posted:
11/11/2024

Location:
Dept - Professional Development

Closing Date:
Until Position is FilledJob Title: Secretary, Professional Development/Counseling, Exemption Status: Non-Exempt
Advanced Academics

Reports to: Director, Prof. Development, Pay Grade: 06
Dir. Counseling/Adv.Academics
Works with: District Personnel Days: 226
Dept. /School: Administration

Primary Purpose:

Under the direct supervision of the Director, provide a wide variety of complex and confidential administrative and secretarial support,
communicating information to school district employees and others as required, and to assist in ensuring compliance of department/program activities
with legal, administrative and District policy requirements.
Prerequisites:

• High school diploma or GED

Special Knowledge/Skills:

• Ability to read and comprehend instructions, correspondence, and memos
• Ability to establish and maintain cooperative working relationships with others contracted in the

course of work

• Ability to make independent decisions regarding planning, organizing, and scheduling
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel,

PowerPoint, the Internet, Outlook, electronic mail).

• Ability to problem solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to multi-task numerous complex administrative activities
• Ability to maintain confidentiality of information regarding students, employees and others.
• Knowledge of school district organization, operations, and administrative policies

Experience:

• Three years of experience as secretary

Major Responsibilities and Duties:

1. Compose documents (e.g., correspondence, bulletins, reports) for Department or other Department staff for the purpose of requesting or providing information, confirming events, etc.

1. Prepares copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees, students, parents, and others regarding activities, events or other work-related matters.

1. Assists in coordinating Department activities and functional responsibilities related to subject areas over which the Department has oversight.

1. Attends Department and other related meetings as assigned for the purpose of conveying and/or gathering information required to perform functions.

1. Assists in maintaining the daily/weekly/monthly calendar of the Department for the purpose of coordinating the scheduling of work-related appointments, activities, meetings, etc.

1. Assists in planning and scheduling department events and activities, and maintaining a calendar of department events.

1. Assists in overseeing workload of the Department for the purpose of maximizing efficiency and meeting operational requirements.

1. Assists in maintaining documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.

1. Answers telephone calls, and provide information and assistance to callers.

1. Serves as liaison with outside organizations related to department activities and work.

1. Prepare and process department purchase orders and payment authorizations.

1. Order and maintain inventory of office supplies and program equipment.

1. Maintain a schedule of appointments and make travel arrangements for department staff.

1. Other duties as assigned by supervisor.

Mental Demands/Physical Demands/Environmental Factors:
Travel Requirements: Limited travel to and from meetings may be required.
Tools/Equipment Used: Standard office equipment including personal computer, copy machine, fax machine,
telephone.
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
Mental Demands: Work with frequent interruptions; maintain emotional control under stress