Secretary III - Pupil Services - INTERNAL ONLY POSTING

Description: This is an INTERNAL ONLY POSTING. This position will be in the Pupil Services area. 

   
Job Summary:

   Performs secretarial duties that support the effective management of district operations.

Qualifications:

• High school diploma.  An acceptable score on a pre-employment test may be required.
• Post-secondary business school training or equivalent secretarial work experience is desirable.
• Meets all mandated health requirements (e.g., a negative tuberculosis test, etc.).
• A record free of criminal violations that would prohibit public school employment.
• Complies with drug-free workplace rules and board policies.
• Multitasking ability and strong diplomacy skills.  Congenial telephone etiquette.
• Keeps current with technology and other workplace innovations that support job functions.
• Proficient in office protocol, data entry, spelling, proofreading, and the correct use of grammar.
• Accounting skills and the ability to consistently accurately compute and record mathematical data.
• Gives careful attention to details and effective customer-service.
• Ability to physically manage bulky and/or unwieldy packages.
• Additional training and work experience deemed essential by the board of education and administration at the time of hire.

Essential Functions:

• Coordinates office workflow.  Monitors work progress.  Helps staff as needed to meet deadlines.
• Provides administrative support services.  Takes the initiative to perform routine tasks independently.  Maintains
  electronic databases and paper filing systems that support the safe and efficient retention/retrieval of files/records.  Maintains an orderly work area.
• Upholds board policies and follows administrative guidelines/procedures.  Promotes a professional image of the school district.  Encourages community partnerships that enhance district programs.
• Promotes effective communications and assistance.  Uses problem-solving techniques to tactfully address questions/concerns.  Refers policy interpretation inquiries to administrative staff.
• Keeps informed about program and procedure changes.  Greets and assists office visitors.  Answers and directs phone calls.  Takes messages.  Manages calls efficiently to keep lines open.
• Schedules appointments as directed.  Maintains an office calendar.  Prepares bulletin/message boards and displays as directed.  Keeps administrators/staff informed about scheduled events.
• Helps communicate information about weather delays and program cancellations.
• Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.).  Verifies the accuracy of database information as directed.
• Performs student registration activities.  Helps families/students locate district information and materials.
• Helps prepare complete and systematic records.  Assembles data for analysis and/or forecasting.  Facilitates collaborative work with auditors.
• Reconciles bank statements as directed.  Files checks in numerical order.
• Analyzes account activities.  Prepares monthly recaps as directed.
• Helps prepare and distribute bid packages. (e.g., notices, specifications, forms, etc.).
• Obtains vendor price quotes.  Analyzes comparative data.  Prepares purchase orders as directed.  Maintains procurement information (e.g., transmittal letters, contracts, confirmations, warrants, etc.).
• Receives deliveries.  Inspects packages.  Verifies contents with packing lists and purchase orders. Records receipt date.  Verifies invoices for payment.  Tags fixed assets as directed.
• Organizes and stores supplies.  Maintains an inventory control system.  Deducts requisitioned stock from the inventory database.  Reorders consumable supplies as needed.
• Prepare materials for shipping (e.g., returns, repairs, etc.).
• Performs a complete physical inventory of equipment/supplies as directed.
• Processes approved invoices for payment.  Maintains a completed payment file.
• Maintains a building-use calendar.  Processes rental contracts/invoices.  Records payments.
• Composes and types routine correspondence, memos, notes, forms, etc.
• Transcribes, types, duplicates, assembles, and processes routine documents and special mailings.
• Collects, compiles, edits, and types statistical data and reports as directed.
• Helps gather information and types grant/foundation proposals as directed.                                                                                                                                 
• Assists with committee assignments and/or special projects as directed.
• Uses photocopy/duplicating equipment.  Fixes minor malfunctions.  Contacts vendors as needed.
• Maintains office transaction records (e.g., petty cash, receipts, contributions, etc.).
• Processes mail and faxes (i.e., incoming, outgoing, and interoffice).
• Maintains forms related to administrative procedures and program functions.
• Discards archived records following the board-adopted records retention/disposal schedule.
• Respects personal privacy.  Maintains the confidentiality of privileged information.
• Keeps current with advances in office technology.  Updates office procedures.
• Cross-trains with department staff and assists with unexpected/urgent situations as needed.
• Participates in staff meetings and professional growth opportunities as directed.
• Takes precautions to ensure safety.  Watches for conduct and situations that may indicate a problem.  Works with supervisors to manage or eliminate risk factors.
• Reports suspected child abuse and/or neglect to civil authorities as required by law.
• Strives to develop rapport and serves as a positive role model for others.
• Maintains a professional appearance.  Wears work attire appropriate for the position.
• Performs other specific job-related duties as directed.

Working Conditions:

Employees are expected to comply with health/safety laws and district policies/procedures.

Workers should exercise good judgment and caution when involved in the following situations.

• Balancing, bending, crouching, kneeling, reaching, and standing.
• Exposure to adverse weather conditions and temperature extremes.
• Exposure to blood-borne pathogens and communicable diseases.
• Interactions with aggressive, disruptive, and/or unruly individuals.
• Operating and/or riding in a vehicle.
• Performing repetitive tasks quickly.
• Lifting, carrying, and moving work-related supplies/equipment.
• Traveling to meetings and work assignments.
• Using a computer keyboard and monitor for prolonged periods.

Application Procedure:
Send a letter/email of intent to Darlene Bushley, Director of Human Resources at darlene.bushley@whcsd.org.