DOUGLAS COUNTY SCHOOL DISTRICT

SECRETARY I (School/Department)

Please attach a current typing certificate of 50 WPM

FUNCTION

Performs office support work of moderate difficulty involving public contact, filing, phone work and including special skill areas such as typing, word processing, data entry, attendance, tracking, record keeping and reporting, or a related area.

SUPERVISION RECEIVED

Work is performed under the immediate to general supervision of the department supervisor.   May receive technical supervision from the Head Secretary or Administrative Secretary.   Work is proofread and reviewed prior to distribution.   The department supervisor shall at least annually evaluate the Secretary's performance.

SUPERVISION EXERCISED

None.

ESSENTIAL FUNCTIONS

Type correspondence, minutes, agendas, reports, forms, charts and other materials using a computer and/or typewriter.

Perform student-related services including attendance, tracking, record keeping, reports, and correspondence.       

Proof and edit typewritten work and check forms and other materials for accuracy and completeness.

Answer and screen phone calls, obtain information from caller, answer or refer questions and take messages; assist the public, parents, and students in person and over the phone.

Maintain records and compile information from records and complete daily, monthly, and annual activity or other reports or compilations; resolve discrepancies in records and follow up as necessary.

Perform data entry work and print reports; verify computer entry and outputs.

File and retrieve materials, develop modifications to filing system, cross-reference materials, and sort and index for filing or distribution.

May serve as primary clerical support to a vice-principal; explain standard policies/procedures or refer questions to other persons, schools, departments or agencies.

Prepare and distribute correspondence; schedule meetings and facilities.

Gather, compile and copy materials using a photocopy machine; sort, staple and bundle materials.

Open, sort and distribute mail; check in supplies; post notices; keep calendars; notification of deadlines.

May assist with Head Secretary responsibilities in her/his absence.

NON-ESSENTIAL FUNCTIONS

Perform related work as assigned.

WORK CONTACTS

Frequent contact with students, parents, school personnel, and the general public.  

CONDITIONS OF WORK

Light physical activity in a normal office environment.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

Knowledge of modern office practices, procedures and equipment; knowledge of basic grammar, spelling, punc­tuation and arithmetic; some knowledge of school programs, organization, operations and specialized procedures relative to area of assignment.   Skill in the operation of a microcomputer and related software, typewriter, calculator, fax machine, and copier equipment.   The ability to perform the following work activities with or without reasonable accommodation:

¨        Type at a speed necessary for successful performance (50 WPM).

¨        Maintain confidentiality.  

¨        Display courtesy and tact in dealing with those contacted in the course of work.

¨        Communicate effectively and provide clear explanations and answers.

¨        Follow oral and written instruc­tions and established procedures.

¨        Meet deadlines.

¨        Perform basic arithmetic calculations.

¨        Maintain complete and accurate records and files.

¨        Compile information and prepare routine reports.

¨        Operate and use modern office equipment, including a computer.

¨        Communicate effectively both orally and in writing.

¨        Establish and maintain cooperative working relationships.

¨        Maintain regular attendance.

ACCEPTABLE EXPERIENCE AND TRAINING

One (1) to two (2) years experience involving typing, office machine operation, data entry, record keeping or other office work relative to area of assignment and high school graduation or equivalent, including or supplemented by courses in typing, word processing, data processing or office procedures; or any equivalent combination of training and experience which provides the necessary knowledge, skills, and abilities to perform the work.