Administrative Secretary I

Full-Time and Permanent; Non-Exempt; 7.5 Hours/Day; 252 Days/Year; Grade HH

General Responsibilities

This position is responsible for performing routine to difficult administrative support work; to include serving as personal secretary to one or more coordinators, managers, or administrators.  Reports to the Senior Director.      

Education and Experience

Requires a high school diploma and 2-3 years of related administrative support experience or an equivalent combination of education and experience.  An Associate’s Degree and at least two years of customer service experience preferred.  

Essential Job Functions

• Provides administrative secretarial support to the Department of Student Support Services.
• Maintains and monitors the progress and completion of daily department tasks and responsibilities.
• Provides administrative support to department-assigned district entities and projects, including taking and maintaining minutes for related meetings and activities.
• Provides extensive scheduling support for multiple department projects.
• Provides planning and implementation support for department and district meetings and training sessions.
• Utilizes initiative, creativity, and technology skills to enhance daily duties and assigned projects.
• Serves as personal secretary to one or more coordinators, managers, or equivalent administrative level position, relieving supervisors of routine administrative tasks.
• Plans, initiates, and carries to completion subdivision, program or section administrative secretarial support activities.
• Develops, monitors and modifies office procedures, and organizes office projects and processes.
• Screens supervisor’s telephone calls and mail.
• Responds to telephone inquiries, greets visitors and schedules appointments.
• Responsible for maintaining the office calendar; to include assisting with travel arrangements.
• Responsible for composing routine correspondence, newsletters and other school/office communications.
• Organizes program materials, prepares invitations and special mailings, guides, manuals, and training materials.
• Responsible for maintaining accurate filing systems, student records, personnel records, test data, correspondence, and medical records, according to local, state and federal filing procedures.
• Serves as a resource for teachers, classified, and administrative staff in the use of office software.
• Prepares payroll records, leave request, mileage reimbursement forms, and registration forms.
• Work is performed under the direct and general supervision of the Senior Director, Senior Coordinators or Office Manager. 
• Operates office equipment such as fax machines, copiers, and phone systems; and uses computers for spreadsheet, word processing, database management, and other software applications.
• Adhere to rigorous student and staff confidentiality protocols in all circumstances.
• Act as liaison between the community, the school and other internal and external stakeholders.
• Generate and distribute reports as appropriate.