18 - Educational Secretary / Secondary & Career and Technical Education 512
- Grade Level
- High School
Secretarial/Clerical/ Secondary & CTE Secretary 512
Administrative Service Center
Job Title: Educational Secretary - Secondary & Career and Technical Education
Work Year: 209 days
Department: Learning Services
Reports To: Executive Director of Secondary Education and CTE
Salary Range: Educational Secretary Salary Schedule – Pay Grade 512
Benefits: Fringe Benefits based on PESPA Negotiated Agreement
SUMMARY OF FUNCTIONS:
The purpose of the Secondary Education and CTE Secretary is to ensure the efficient operation of the Secondary/CTE Department and provide administrative assistance to the department, and collaborate and coordinate with administrators in the department to organize and manage all aspects of assigned programs. Support Executive Director of Secondary Education by performing clerical and technical functions related to program and grant compliance. Handle confidential information and frequent contact with all levels of District employees, parents, the general public, and other outside stakeholders.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. The physical demands, work environment factors, and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- High School Diploma or equivalent
- Minimum of five (5) years of applicable experience or equivalent combination of college education and experience
- Typing Certificate at the rate of 40 W.P.M.
- Employee must complete a fingerprint-based criminal background check and must be cleared by the Office of Human Resources
- Must be able to communicate effectively in English, both orally and in writing, using proper grammar and vocabulary
- Previous secretarial/clerical experience in Pueblo City Schools
- Previous experience with budgets, purchase orders, etc.
SKILLS AND KNOWLEDGE:
- Previous experience with budgets, purchase orders, work/service orders, and/or printing orders
- Previous experience with Windows-based computer systems, Infinite Campus, electronic mail, requisitioning, purchase orders, service requests, and other computerized processes
- Ability to work under high pressure with a multitude of on-going tasks and last-minute deadlines and changes with minimal errors
- Ability to prioritize, plan, organize, and work effectively, using independent judgment to complete assignments and meet timelines
- Ability to relate well with District staff and the public and to understand their requests and needs and to respond to such requests in a professional and timely manner
- Ability to make independent decisions in accordance with established policies and procedures
- Ability to create and maintain a system for managing and maintaining large amounts of complex information
- Superior telephone skills/etiquette with a strong customer orientation toward staff, students, parents, outside agencies, and the community.
- Ability to establish and maintain a professional/effective working relationship with building staff, administrators, parents, students, city/county officials, and other community members
- Possess an excellent work attitude and the ability and willingness to take ownership/responsibility for project completion; demonstrated ability to provide initiative in reaching organizational goals
- Ability to maintain strict confidentiality in all aspects of assignments
- Ability to coordinate daily activities and schedule with little supervision
- Ability to be flexible and adaptable in a variety of situations
- Ability to remain calm under trying circumstances
- Ability to work with frequent interruptions
- Excellent proofing skills; knowledge of English, proper grammar, style, syntax, spelling, and punctuation
- Ability to set up and coordinate conferences, training sessions, workshops, and meetings
ESSENTIAL DUTIES AND RESPONSIBILITIES:
The following statements of duties and responsibilities are intended to describe the general nature and level or work being performed by individuals assigned to this position. These statements are not intended to be an exhaustive list of all duties and responsibilities required of all personnel within this position. This organization believes that every individual makes a significant contribution to our success. That contribution should not be limited to assigned responsibilities. Therefore, this position description is designed to define primary duties, qualifications and job scope but should not limit the incumbent nor the organization to the work identified. It is our expectation that every employee will offer his/her services wherever and whenever necessary to ensure the success of the District's/department's goals. Actual duties, responsibilities, frequency, and percentages may vary depending upon building assignments and other factors.
- Assist administration by performing general office duties; keep an accurate and up to date filing system; operate appropriate office equipment; cordially answer telephone calls; make appointments; take messages
- Screen incoming calls and correspondence and refer to appropriate staff for action
- Respond to difficult issues, complaints, and requests exercising judgment in accordance with policies, procedures, and regulations
- Work with supervisor, administrators, secretaries, and attorneys in preparing agenda items
- Maintain confidentiality in all aspects of assignments
- Prepare, check accuracy and code all requisitions, purchase orders, travel reimbursements, check requests, field trips, and other forms and requests for approval by the administrators
- Perform all duties pertaining to committees, conferences, training sessions, workshops, and meetings
- Prepare agendas, minutes, mailings, and notification for committee meetings
- Correct grammatical errors, punctuation, and sentence structure of draft copies and proofread final copies of all material from the Secondary/CTE department
- Prepare/draft correspondence from dictation, print ready materials, etc., and copy documents as requested
- Prepare and disseminate bulletins, newsletters, handbooks, and other materials as requested
- Copy and disseminate documents
- Type correspondence, memorandums, reports, print ready materials, meeting notices, expense reports, and other materials
- Process mail (both out-going and incoming)
- Process information using work processing, e-mail, internet, data processing student system, work order system, purchase order system, supply and data processing request systems, and other computerized processes as needed, etc.
- Process/verify/maintain professional leave cards for assigned program area
- Organize/prepare reports to the Board of Education and Pueblo City Schools
- Support educational program development
- Maintain staffing information as it relates to programs
- Set up and maintain budget tracking charts for educational programs
- Prepare charts and graphs using Excel and PowerPoint
- Process consultant forms for assigned program area
- Type and prepare all forms pertaining to special events and projects for assigned program area
- Act as a team member for the Learning Services secretarial pool; follow up on pertinent issues; set a positive, helpful tone for the office
- Perform all duties necessary to maintain Aesop/Kronos as assigned
- Responsible for facilitating collection and compilation of information for reporting program under the direction of Secondary/CTE administration
- Take and maintain minutes at meetings as requested by administration
- Plan and organize office and work flow activities to meet program objectives in a timely manner; evaluates work procedures and methods to ensure quality, effectiveness and efficiency of operations; and, anticipates events, trends, consequences and problems
- Perform any and all other duties as assigned by the Executive Director of Secondary Education and CTE.
The physical demands, work environment factors, and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is required to stand; walk; sit; use hands and fingers to handle or feel. The work requires the use of telephone and using fingers to operate computer keyboards. The employee is continually hearing and speaking to exchange information. The employee is required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
In an 8-hour workday, this job requires:
R – Rarely (Less than .5 hr per day) O – Occasionally (.5 – 2.5 hrs per day)
F – Frequently (2.5 – 5.5 hrs per day) C – Continually (5.5-8 hrsper day)
NA – Not Applicable Physical Requirements NA R O F C Sitting X Stationary Standing X Walking (level surface) X Walking (uneven surface) X Crawling X Crouching (bend at knees) X Stooping (bend at waist) X Twisting (knees/waist/neck) X Turn/Pivot X Climbing (stairs) X Climbing (ladder) X Reaching overhead X Reaching extension X Repetitive use arms X Repetitive use wrists X Repetitive use hands grasping X Repetitive use hands squeezing X Fine manipulation X Using foot control X *Pushing/Pulling
Maximum weight: 50 lbs. X Lifting
Maximum weight: 50 lbs. X Carrying
Maximum weight: 50 lbs. X
The noise level in the work environment is usually moderate. The work is performed in a typical office environment.
Pueblo City Schools seeks to comply with state and/or federal law prohibiting discrimination in employment on the basis of race, creed, color, religion, national origin, ancestry, sexual orientation, sex(gender), age, genetic information, or disabilities in admission or access to, or treatment of employment in its educational programs or activities. Inquiries regarding Pueblo City Schools' compliance may be referred to the Equal opportunity/Affirmative Action Compliance Officer for Pueblo City Schools, 315 West 11th St., Pueblo, CO 81003 (719) 549-7162.
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