Secretary 3 - School Business Office

Employer
Waterbury Public Schools-1
Location
Waterbury, CT, US
Salary
Competitive
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Position Type:
Office: Professional & Clerical/Secretary 3

Date Posted:
4/27/2022

Location:
School Business Office

Date Available:
Immediately After Hire

Closing Date:
Until Position is Filled

Waterbury Public Schools

JOB CLASSIFICATION TITLE:
Secretary III

DEPARTMENT:
School Business Office

INCUMBENT NAME:
Grants

BARGAINING UNIT CLASSIFICATION:
UPSEU - Unit 69

REPORTS TO:
Works under the general supervision of an employee of higher grade in the performance of routine tasks; receives closer supervision when performing more advanced tasks.

FLSA DESIGNATION:
Non-Exempt; 12 months; 35 hours per week; $17.22 per hour.
Note: This is a Full-Time, Union, Grant-Funded position with benefits that exists as long as grant funds are available.

PART I - SUMMARY OF CLASSIFICATION

This class is accountable for performing a full range of secretarial support functions.

PART II - MINIMUM KNOWLEDGE, SKILLS AND ABILITIES

A. EDUCATION AND EXPERIENCE:

General Experience:
  1. High School diploma or GED.
  2. Four (4) years' experience in clerical or secretarial work.
Substitution Allowed:
  1. College training in the secretarial sciences may be substituted for the General Experience on the basis of fifteen (15) semester hours equaling one-half (1/2) year of experience.
  2. Preferred: Experience in an urban school district and/or a multi-cultural environment.
B. CREDENTIALS:

C. LICENSURES, CERTIFICATIONS AND OTHER REQUIREMENTS:
Incumbents in this class may be required to possess a current Connecticut Motor Vehicle Class D Operator License.
D. CONTINUING EDUCATION REQUIREMENTS:

E. KNOWLEDGE, SKILLS AND ABILITIES:
  1. Considerable knowledge of office principles, systems and procedures;
  2. Considerable knowledge of proper grammar, punctuation and spelling;
  3. Knowledge of business communications;
  4. Some knowledge of business math;
  5. Excellent communication and interpersonal skills;
  6. Ability to multi-task in a fast paced office environment;
  7. Ability to schedule and prioritize office workflow;
  8. Ability to operate office equipment which includes personal computers and electronic equipment;
  9. Ability to operate office suite software (Windows, Microsoft Word, Excel and Access);
  10. Ability to take notes (shorthand, speedwriting or other method acceptable to the supervisor);
  11. Ability to work with individuals from diverse backgrounds;
  12. Ability to develop and maintain filing system;
  13. Possession of critical thinking, problem solving and organizational skills.
PART III - POSITION SUPERVISES:
  1. May lead other clerical staff as assigned.
PART IV - ESSENTIAL FUNCTIONS

The following identifies the primary and essential functions of the position and is not intended to be an exhaustive listing of all duties.
  1. CORRESPONDENCE: Composes routine letters, memoranda, reports, etc. (e.g. standard replies and acknowledgement letters) for supervisor's signature.
  2. FILING: Designs office filing systems; organizes and maintains files (including confidential files); maintains, updates and reviews reference materials and manuals.
  3. INTERPERSONAL: Greets, directs and screens visitors; answers phones and takes messages; answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g. appropriate referrals, general purpose of the unit); Interacts with the public and staff on a variety of matters providing advice and assistance.
  4. OFFICE MANAGEMENT: Maintains an inventory of supplies and equipment; orders supplies when necessary; completes, and processes and maintains paperwork for purchasing (e.g. orders, requisitions, invoices, etc.); maintains time and attendance records; may train and provide direction to other office personnel.
  5. PERSONAL SECRETARY: Arranges and coordinates meetings (including space and equipment); may represent manager at meetings and conferences; writes minutes of meetings, lectures, conferences, etc. from rough draft; takes notes using shorthand, speedwriting or machine transcription; prepares expense accounts; keeps manager's calendar and makes appointments and travel plans.
  6. PROCESSING: Scans correspondence; pulls and attaches related materials; reviews, routes and prioritizes mail.
  7. REPORT WRITING: Compiles information from standard sources and prepares data reports (e.g. number of forms processed during the month); assists in the preparation and monitoring of the office budget.
  8. TYPING: Using a personal computer or other electronic equipment formats and types a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.; proofreads for content; edits using knowledge of grammar, punctuation and spelling.
  9. Performs related duties as required.
PART V - Working Conditions, Physical and Mental Requirements

Physical Requirements:

Employees appointed to positions in this class must have adequate physical strength, stamina, physical agility and visual and auditory acuity and must maintain such physical fitness as to be able to perform the duties of the class. A physical examination may be required.

Frequency: Place an "X" in each box that is appropriate to your job. NEVER (N) OCCASIONALLY (O) FREQUENTLY (F) CONSTANTLY (C) 0 % of Shift 1-33% of Shift 34-66% of Shift 67-100% of Shift Working Conditions N O F C Working Conditions N O F C Physical Demands Depth Perception X Standing X Color Distinction X Walking X Peripheral Vision X Sitting X Driving X Lifting X Physical Strength: Carrying X Little Physical Effort (-10 lbs.) X Pushing X Light Work (-20 lbs.) X Pulling X Medium Work (20-50 lbs.) X Climbing X Heavy Work (50-100 lbs.) X Balancing X Very Heavy Work (100+ lbs.) X Stooping X Environmental Conditions Kneeling X Cold (50 degrees F or less) X Crouching X Heat (90 degrees F or more) X Crawling X Temperature Changes X Reaching X Wetness X Handling X Humidity X Grasping X Extreme Noise or Vibration X Twisting X Exposure to Chemicals X Feeling X Exposure to Gases and Fumes X Talking X Exposure to Unpleasant Odors X Hearing X Exposure to bodily fluids X Repetitive Motion X Exposure to dampness X Hand/Eye/Foot Coordination X Confinement to a Small or Restricting Area X Visual Acuity/Near X Mechanical Hazards X Visual Acuity/Far X Physical danger or abuse X
The above statements are intended to describe the general nature and level of work being performed by the employee assigned to this position. They are not to be construed as an exhaustive list of all job responsibilities and duties performed by personnel so classified.

Waterbury Public Schools is an equal opportunity employer. In compliance with the Americans with Disabilities Act, the District will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with the District when necessary.
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