Secretary, Administrative​/Clerical

Secretary

Under general supervision, performs a wide variety of clerical work in maintaining the daily, periodic and recurrent functions of an office. A Secretary may prepare purchase orders and correspondence; maintain electronic files and reports; process the mail; serve as a primary contact in working with students, teachers, the public, and District personnel; perform basic statistical tabulations; and be responsible for assisting with bookkeeping, financial record keeping, student attendance accounting and registration.

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the office and/or department.

• Assist in the development of office policies and procedures.
• Interpret rules and regulations for students, parents, employees and the general public.
• Train personnel in the performance of office duties and procedures.
• Make recommendations to appropriate administrators concerning school or departmental procedures and clerical personnel matters.
• Tabulate statistical data and verify information.
• Greet visitors; screen callers; answer questions concerning school or district procedures; or direct the public to the appropriate individual.
• Sort and distribute mail; arrange appointments; prepare and distribute or maintain all related entry and exit forms.
• Maintain records of department personnel, their locations and telephone numbers and relay messages.
• Maintain calendars, schedule appointments, meetings and conferences.
• Issue transcripts; prepare and maintain forms, reports, files or other documents; examine them for accuracy and completeness and resolve errors and omissions.
• Compose non‑technical correspondence; prepare letters, forms and reports from plain or rough copy, or established format; process payrolls; maintain financial and statistical records.
• Engage in cash transactions in accordance with prescribed procedures.
• Receive requests for records, such as transcripts, and fulfill those requests in a timely manner.

• Review all incoming variance information from inside and outside of the District; verify that information is accurate and complete; record variances; print reports.
• Direct telephone calls regarding variance zones; maintain student variance information database and print reports of all variances; develop annual variance summary report.
• Respond to subpoenas authorizing release of student information; describe Privacy Act Law to individuals requesting information and verify that records are being released to authorized individuals.

• Education/
  
  Experience:
  
  Any combination equivalent to education and experience that could likely provide the required knowledge and skills is qualifying. A typical way to obtain the knowledge and experience would be:
  • Equivalency to a high school diploma.
  • Three (3) years of recent records keeping and responsible secretarial experience.
• Knowledge of:
  Operating standard office equipment including pertinent software applications; preparing and maintaining accurate records; analyzing; and problem solving; good grammar, spelling and vocabulary; the ability to perform simple mathematical computations; basic bookkeeping and financial record keeping; understanding of District and school rules, regulations, policies and operating procedures.
• Skill at:
  Working with a minimum of direction; providing good and responsive customer service; establishing and maintaining effective working relationships; communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; adapting to changing priorities; and working with frequent interruptions.

These requirements are not deemed the exclusive standards of the position. Incumbents may be required to follow other instructions and perform any other related duties as may be required by their supervisor.

The Washoe County School District is committed to providing a safe and respectful learning and working environment for all students, staff, and visitors. The District…