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Humboldt County Office of Education: Department Secretary – Career & College Resources

HCOE Job Description

Department Secretary – Career & College Resources

Job Summary

Serves as secretary to the Career and College Resources department. Reports directly to and is evaluated by the Manager of Career and College Resources. Serves as receptionist for the department, receives, and transmits telephone and other communications. Performs duties requiring diligent exercise of judgement and initiative. This is a classified twelve-month position.

Examples of Duties

  • Greets and serves a variety of individuals on a daily basis, both professional educators and representatives of the general public;
  • Serves as executive secretary for the department and is called upon to initiate correspondence from the manager and other department staff;
  • Prepares agendas and packets for meetings, takes minutes and transcribes, initiates follow-up correspondence when necessary;
  • Performs more complex work requiring a high level of quality and accuracy including the preparation of legal contracts, staff evaluations, payroll, invoices, and program reports;
  • Arranges travel reservations and keeps a daily schedule of staff in department;
  • Maintains the listing and registration system for professional learning offerings;
  • Manages professional development support services including, facility bookings, catering arrangements and /or beverage support, preparation of session materials and attendance tracking;
  • Prepares reports, correspondence, vouchers, receipts , schedules, minutes, requisitions, notices and statistical and financial data, computers, checks, tabulates and balances statistical and financial data;
  • Completes filing and searching;
  • Stores and issues supplies;
  • Answers inquiries or refers to the proper official;
  • Handles reimbursements and vendor/speaker payments;
  • Reviews and prepares purchase orders and requisitions;
  • Prepares contracts and service agreements for the Career and College Department and on behalf of other departments.

Employment Standards

Education and Experience

  • Graduation from high school or comparable demonstration of basic competence and preferably four years of progressively responsible secretarial experience. Experience in an education setting is desired but not required.

Knowledge of:

  • Modern office terminology, procedures/equipment;
  • Varied computer software including word processing, spreadsheets, database management and office graphics programs;
  • Education organization, policies and procedures
  • Office practices and procedures;
  • Proper English usage, grammar, spelling, vocabulary, punctuation;
  • Organization of files and records.

Ability to:

  • Mentor new employees on business practices. Serve as mentor to other new employees within the organization on business procedures.
  • Understand and comply with District, County, State and Federal procedures, policies and statutes.
  • Maintain high degree of confidentiality;
  • Accurately type 60 words per minute and enter data with accuracy;
  • Communicate with tact and courtesy;
  • Respond to routine inquiries;
  • Follow oral and written directions;
  • Operate modern office equipment, including computers;
  • Adapt to changing work demands;
  • Manage task priorities to meet deadlines;
  • Work under varying degrees of stress;
  • Establish and maintain effective working relationships with a variety of individuals and groups;
  • Read and comprehend fine print such as contracts, spreadsheets and texts;
  • Communicate effectively via telephone, computer modem and in person.

Range 40 | Personnel Commission Approved 6/11/91 Reviewed 11/13/18

Personnel Director

Jenny Bowen | Director of Personnel Services
445-7039 | jbowen@hcoe.org

Administration Office

Hannah Gossi | Administrative Assistant II
707-445-7001 | hgossi@hcoe.org

Melissa Hodgson | Administrative Assistant III
707-445-7031 | mhodgson@hcoe.org

Press Inquiries

Ken Conlin | Communications Center Manager/Public Information Officer
707-445-7767 | kconlin@hcoe.org

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