Position  Summary

Within the Special Beginnings Department, and under the supervision of the Department Manager, the Secretary serves as receptionist for the department.  The Secretary receives and transmits telephone and other communications, performs duties requiring diligent exercise of judgement and initiative, performs varying degrees of clerical duties, and may handle sensitive data.   This is a classified 12-month position.

Distinguishing Characteristics

This position requires the ability to work as part of a team, supporting multiple positions throughout the department.  The right candidate will have a positive attitude, the ability to stay calm, and practice good judgment under pressure. The ideal candidate will have exceptional ability to handle complex clerical tasks with superior judgment, discretion and confidentiality.

Examples of Duties and Responsibilities

• Greets and serves a variety of individuals daily, 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 department staff.
• Prepares agendas and packets for meetings, takes minutes and transcribes and initiates follow-up correspondence when necessary.  Conducts continuing correspondence independently on procedural or informational matters.
• Prepares and maintains departmental forms, schedules, official permanent records, student and program confidential files and reports according to program requirements.
• Collects data and prepares reports for the state, such as annual budget service plans, time records for multi-funded positions, kindergarten oral health screenings , etc..
• Processes payroll, travel authorizations and reservations for all department staff.
• Assists in budget preparation and the monitoring of expenditures for travel, supplies, mileage, purchase orders, etc.
• Performs more complex work at a high level of quality and accuracy, including the preparation of legal documents/reports.
• Manages professional development support services, including facility bookings, catering arrangements and/or beverage supports, preparation of session materials and attendance tracking.
• Prepares contracts and service agreements.
• Reviews and prepares purchase orders and requisitions and facilitates the purchase of all department materials and supplies.
• Prepares reports, correspondence, vouchers, receipts, schedules, minutes, notices and statistical data.
• Computes, checks, tabulates and balances statistical and financial data.

Qualifications

Knowledge of:

• Modern office terminology, procedures and equipment;
• Educational organization, policies and procedures;
• Office practices and procedures;
• Proper English usage, grammar, spelling, vocabulary and punctuation;
• Organization of files and records;
• Office management software programs, e.g. Microsoft Excel, Microsoft Word, Microsoft PowerPoint.

Ability to:

• Work independently;
• Understand and comply with District, County, State and Federal procedures, policies and statutes;
• Maintain a 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.

Education and Experience

Any combination of training and experience that would provide the required knowledge, skills and abilities are qualifying.

• 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.

Working Conditions

With or without accommodation, this position includes prolonged periods of standing or sitting, frequent walking, and occasional bending, stooping, and reaching. The employee must be able to lift, push, and pull objects up to 30 pounds and have hand-eye-arm-finger dexterity to use a personal computer keyboard, ten-key and other common office equipment. Visual and auditory abilities are required to perform essential job functions.

Other Requirements

• Must be fingerprinted and a satisfactory Department of Justice records check must be received by HCOE prior to employment.
• TB testing and/or risk assessment will be required upon employment.
• Other requirements as appropriate for the job responsibilities.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Range 6

Modified 12/10/2024