Secretary - Department; Special Education

Position: Secretary - Department (Special Education)
Location: Floresville

Job Title:

Secretary - Department (Special Education)

Exemption Status/Test :
Nonexempt

Reports to:

Director of Special Education

Dept./School:
Central Office

Primary

Purpose:

Under moderate supervision organize and manage the routine work activities of a central administrative department office and provide clerical support to a director or department head and other staff members.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/

Skills:

Proficient skills in keyboarding, data entry, word processing, and file maintenance

Ability to use software to develop spreadsheets and databases and do word processing

Ability to prioritize workflow to address the multiple needs of the supervisor or the department

Ability to multi-task numerous complex administrative activities

Basic math skills

Effective communication and interpersonal skills

Major

Responsibilities and Duties:

Records, Reports, and Correspondence

* Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.

* Compile, maintain, and file all reports, records, and other documents as required.

* Maintains regular filing systems and searches files for specific information.

Accounting

* Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders, payment authorizations, professional leave forms and travel reimbursements.

* Order and maintain inventory of office supplies and program materials and equipment.

* Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.

Other

* Places and receives telephone calls, records messages, routes to appropriate staff and keeps Director informed.

* Maintain a schedule of appointments; make arrangements for conference and schedule interviews.

* Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.

* Receive, sort, and distribute mail and other documents.

* Utilizes office technology and automation to complete tasks.

* Prepares correspondence and reports as instructed.

* Maintain confidentiality of information.

* Performs other such tasks that may be assigned by the Director.

Supervisory Responsibilities:

None.

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 district wide travel

Mental Demands:
Work with frequent interruptions; maintain emotional control under stress

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Employee Signature_______________________________________Date___________________

Supervisor

Signature_______________________________________Date__________________