This is a Full Time (40 hrs/week) 10-month position with benefits.

Job Title: Secretary

Department: Secretarial/Clerical

Education Level and Certification: High school degree or post secondary degree and
courses or training in secretarial skills, word processing, office software and/or personal
computers.

Reports To: Superintendent/Principal

Performance Responsibilities and Job Tasks
1. Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
2. Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
3. Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
4. Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
5. Locate and attach appropriate files to incoming correspondence requiring replies.
6. Open, read, route, and distribute incoming mail and other material and answer routine letters.
7. Complete forms in accordance with company procedures.
8. Make copies of correspondence and other printed material.
9. Review work done by others to check for correct spelling and grammar, ensure that school format policies are followed, and recommend revisions.
10. Compose, type, and distribute meeting notes, routine correspondence, and reports.
11. Learn to operate new office technologies as they are developed and implemented.
12. Maintain scheduling and event calendars.
13. Schedule and confirm appointments for clients, customers, or supervisors.
14. Manage projects and contribute to committee and team work.
15. Mail newsletters, promotional material, and other information.
16. Order and dispense supplies.
17. Conduct searches to find needed information, using such sources as the Internet.
18. Provide services to customers, such as order placement and account information.
19. Collect and disburse funds from cash accounts, and keep records of collections and disbursements.
20. Prepare and mail checks.
21. Establish work procedures and schedules and keep track of the daily work of clerical staff.
22. Coordinate conferences and meetings.
23. Arrange conferences, meetings, and travel reservations for office personnel.
24. Operate electronic mail systems and coordinate the flow of information, internally and with other organizations.
25. Supervise other clerical staff and provide training and orientation to new staff.
26. Maintain confidentiality of information concerning staff, students, and parents in accordance with law and District rules.
27. Develop and maintain a positive, professional rapport with students and parents and co-workers.
28. Adhere to the code of ethics of the District for non-certificated staff. The Secretary must serve as a positive role model for staff and students.
29. Perform other tasks or duties as assigned by the Superintendent, Principal or other supervisors.

Required Knowledge
The Secretary is to possess and effectively utilize knowledge in the following areas:
1. Clerical—Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
2. Customer and Personal Service—Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer
satisfaction.
3. English Language—Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
4. Computers and Electronics—Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
5. Administration and Management—Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people
and resources.
G. Required Skills and Abilities
The Secretary is to possess and effectively utilize the following skills and abilities:
1. Communication:
a. Active Listening—Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
b. Speaking—Talking to others to convey information effectively. The ability to speak clearly so others can understand you. The ability to communicate information and ideas in speaking so others will understand.
c. Oral Comprehension and Listening—The ability to listen to and understand information and ideas presented through spoken words and sentences. The ability to identify and understand the speech of another person.
d. Writing—Communicating effectively in writing as appropriate for the needs of the audience. The ability to communicate information and ideas in writing so others will understand.
e. Written Comprehension—Understanding written sentences and paragraphs in work related documents. The ability to read and understand information and ideas presented in writing. Understanding written sentences and paragraphs in
work related documents.
2. Time Management—Managing one’s own time and the time of others.
3. Social Perceptiveness—Being aware of others' reactions and understanding why they react as they do.
4. Active Learning—Understanding the implications of new information for both current and future problem-solving and decision-making.
5. Critical Thinking—Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
6. Information Ordering—The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
7. Near Vision—The ability to see details at close range (within a few feet of the observer).
8. Problem Sensitivity—The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
9. Category Flexibility—The ability to generate or use different sets of rules for combining or grouping things in different ways.
10. Reasoning—Deductive: The ability to apply general rules to specific problems to produce answers that make sense. Inductive: The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship
among seemingly unrelated events).
11. Monitoring—Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
12. Learning Strategies—Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
13. Coordination—Adjusting actions in relation to others’ actions.
14. Instructing—Teaching others how to do something.
15. Mathematics—Using mathematics to solve problems. The ability to choose the right mathematical methods or formulas to solve a problem. The ability to add, subtract, multiply, or divide quickly and correctly.
16. Selective Attention—The ability to concentrate on a task over a period of time without being distracted.
17. Service Orientation—Actively looking for ways to help people.
18. Time Sharing—The ability to shift back and forth between two or more activities or sources of information (such as speech,