Job Title:       Administrative Secretary                                                                

Dept./School: Administration Office

Primary Purpose:

Work under minimum supervision to ensure the efficient operation of the administration office and provide clerical services to the administrative personnel and assist with PEIMS related reports and training needs. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Knowledge of school district organization, operations, and administrative policies

Knowledge of PEIMS and the importance of accurate data and reporting

Ability to read and comprehend instructions, short correspondence, and memos

Ability to make independent decisions regarding planning, organizing, and scheduling

Excellent public relations, organization, communication, and interpersonal skills

Ability to use software to develop spreadsheets, perform data analysis, and do word processing

Ability to multi-task numerous complex administrative activities

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Assist with tasks and functions assigned by the Superintendent, Assistant Superintendent, Business Manager and Director of Curriculum and Instruction across a variety of topics and processes.
2. Assist the PEIMS Coordinator with PEIMS related tasks including but not limited to training and data collection.

Reception and Phones

1. Maintain a positive front office space/environment as this is the first impression of our district.
2. Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to superintendent or other administrators.

Other

1. Compile, maintain, and file all reports, records, and other documents as required.
2. Maintain confidentiality.
3. Order supplies for the administrative office.
4. Process incoming and outgoing mail.
5. Assist with various accounting functions and needs as they arise.

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