12 month position
POSITION TITLE: Secretary
IV Category 7
Performs a variety of secretarial, clerical and routine
administrative duties for department manager or school principal, and provide
secretarial assistance to other supervisory, professional and administrative
personnel within the department or school.
Transcribe dictation from stenographic notes or tape
recordings, making corrections requiring specialized vocabulary and good
knowledge of English composition and business terminology. May compose some correspondence and
reports. Process departmental paperwork
through typewriter, word processor or computer.
Type letters, memos, proposals, reports, statistical formats and other
items. May handle information of a
sensitive nature. May design forms for
departmental use. Operate calculator,
photocopier and other office machines.
Organize departmental files, file and retrieve correspondence, forms,
records and documents. Receive and
review incoming mail, determine appropriate disposition of assigned matters,
refer other matters to appropriate individual within department, attaching
relevant file or prior correspondence.
Screen visitors and incoming telephone calls, determine purpose or visit
or call, handle inquiries not requiring attention of other departmental
personnel, refer other inquiries to appropriate individual. Organize supervisors calendar, make and
schedule appointments, schedule meetings and conference room. Order stationery supplies for department.
Oversee maintenance of office equipment.
Keep attendance records of departmental personnel including vacation,
sick leave and other absences. Perform
specialized duties applicable to assigned school or functional department. May
utilized specialized computer software.
May coordinate budget preparation and reporting, and/or perform other
bookkeeping tasks. Follow-up on all
assigned projects and schedules to ultimate completion. May serve as working group leader.
Perform related duties as assigned.