Job description
POSITION TITLE:
Secretary to the Deputy Superintendent
REPORTS TO:
Deputy Superintendent
POSITION SUMMARY:
Performs a wide variety of executive level secretarial duties for the Deputy Superintendent. Office work is of a complex, confidential, and difficult nature. The secretary will work directly with the Deputy Superintendent to provide varied secretarial assistance and carrying out office tasks as assigned. She/he must exercise considerable initiative, independent judgment, discretion in the performance of duties, and organizational management practices focused on quality service and products. Work assignments are received from and managed by the Deputy Superintendent but are performed independently
FUNCTIONS OF THE JOB
Essential Functions:
Organizes and produces quality work services and products:
- Requests organize, and prepares information and materials for meetings.
- Schedules and coordinates appointments and other meetings.
- Prepares and sets up for meetings.
- Communicates effectively and efficiently with professionalism.
- Maintains accurate records and files.
- Assembles and proofreads/edits data and materials to ensure quality.
Manages workflow and meets deadlines consistently
:
- Prioritizes workflow to meet deadlines without assistance.
- Takes initiative to provide feedback, seek support, and collaborate with others to ensure stronger, quality work service and products.
- Completes all assigned duties to meet aggressive deadlines with little or no assistance.
- Coordinates arrangements for functions, meetings, and events.
Performs other duties as assigned, including but not limited to the following
:
- Organizes tasks and models effective management.
- Adheres to district-wide budget policies and procedures
- Tracks and maintains financial or other quantitative data
- Makes travel arrangements (i.e. air, lodging, accommodations, registrations, expenses)
- Manages incoming messages, correspondences, required reports.
- Researches topics as needed to accomplish tasks.
- Assists other administrators as necessary to cover for absences or complete special
Marginal Functions
- Assists other administrators as necessary to cover for absences or complete special projects.
- Makes travel arrangements, tracks, and processes expense reimbursement for the office.
- Responds to various parent, teachers, students, and administrators inquiries and provides information and assistance necessary to meet their needs.
Physical/Visual Activities or Demands
:
Physical/visual activities or demands that are commonly associated with the performance of the functions of this job.
- Sitting, walking, standing, stooping, or crouching to access file drawers, talking, hearing.
- Normal mental attention with clarity of vision at 20 inches or less as well as 20 feet or more required.
- Nominal physical effort required ranging from moving very light (1 to 5 lbs.) items by hand to rarely moving light to average (5 to 60 lbs.) boxes of paper and other supplies with assistance.
Environmental/Atmospheric Conditions:
Environmental and atmospheric conditions commonly associated with the performance of the functions of this job. Normal office conditions.
POSITION QUALIFICATION REQUIREMENTS
License(s)/Certification(s):
Bachelor’s degree preferred.
Knowledge
: Knowledge of administrative secretarial practices, accounting, or a variety of office
procedures; operation of office equipment such as a personal computer and related, often highly
specialized, software requiring some advanced skills knowledge.
Experience
: More than 3 years of management experience; strong organizational and task
management skills.
KNOWLEDGE/SKILLS/ABILITIES
:
- Ability to work well in a culturally, racially, and economically diverse environment.
- Ability to demonstrate strong internal and external support for the Hazelwood School
District.
- Ability to communicate effectively with a variety of audiences.
- Excellent knowledge and understanding of all facets of office operations and
communications.
- Highly effective organizational and consensus-building skills.
- Strong planning skills and systems thinker.
Skills and Abilities
which may be representative but not all-inclusive of those commonly
associated with this position:
- Apply commonsense understanding to carry out instructions furnished in written, oral or diagram form. Deal with problems involving several concrete variables in or from
standardized situations.
- Perform the basic functions of arithmetic; add, subtract, multiply and divide all units of
measure. Compute ratio, rate and percent. Draw and interpret bar graphs.
- Perform reading, writing and speaking at a basic level.
Machines, Tools, Equipment and Work Aids
: which may be representative but not all
inclusive of those commonly associated with this position:
Personal computer and related software, typewriter, calculator, fax machine, photocopier.
SALARY INFORMATION:
Salary Range: $22.35 to $37.59/ per hour.
When hiring external candidates, in general, 1/2 step will be given for every year of experience / (which may include a college degree, clerical or other related experience from any other company or school district, etc.). Additionally, every attempt will be made to assign pay commensurate with experience while taking into consideration the pay of others within the same position.
This job description in no way states or implies that these are the only duties to be performed
by the employee occupying this position. Employees may be required to follow other job-related
instructions and to perform other job-related duties as requested, subject to all applicable state
and federal laws.
Certain job functions described herein may be subject to possible modification in accordance
with applicable state and federal laws.
"Commonly associated" is not intended to mean
always or only
. There are different experiences that suggest other ways or circumstances where reasonable changes or accommodations are appropriate.
All activities, Demands, Conditions, and Requirements are linked to Essential Job Functions unless marked with an asterisk which denotes linkage only to marginal function(s).
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