PURPOSE: This grade is accountable for performing a full range of secretarial support functions. Incumbents in this class should gain the knowledge necessary to perform successfully if advanced to the Administrative Assistant level.

EXAMPLE OF DUTIES:
Incumbents perform a variety of secretarial duties as illustrated in the following areas:

Collects monies and performs bookkeeping duties for student activity and other accounts.

TYPING: Using a typewriter, word processor, or other automated 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.

FILING: Designs office filing systems. Organizes and maintains files (including confidential files). Maintains, updates and reviews manuals and reference materials.

CORRESPONDENCE: Composes routine letters/memoranda, etc. (e. g. standard replies and acknowledgement letters) for direct supervisor's signature.

REPORT WRITING: Compiles information from standard sources and prepares data reports (e.g. number of forms processed during the month.)

INTERPERSONAL: Greets and directs 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.) Over time, develops ability to troubleshoot by relieving direct supervisor of as much administrative detail as possible. Over time, develops ability to troubleshoot by relieving direct supervisor of as much administrative detail as possible (within prescribed limits of authority).

PROCESSING: Scans correspondence; pulls and attaches related materials. Reviews, routes and prioritizes mail.

ACCOUNT MANAGEMENT: Maintains an inventory of supplies and equipment and completes, processes and maintains paperwork for purchasing (e.g. orders, requisitions, invoices, etc.). Administration and oversight of building based school student account funds if directed, including collaboration with the Assistant to the Finance Director.

PERSONAL SECRETARY: Arranges and coordinates meetings (including space and equipment). Writes minutes of meetings, lectures, conferences, etc. from rough draft. Takes notes using shorthand, speedwriting or machine transcription. Prepares expense accounts.

OFFICE MANAGEMENT: Maintains an inventory of supplies and equipment. Orders supplies when necessary. Completes, processes and maintains paperwork for purchasing (e.g. orders, requisitions, invoices, etc.). Maintains time and attendance records and other related duties as required.

Performs related duties as assigned.

KNOWLEDGE, SKILL AND ABILITY - MINIMUM QUALIFICATIONS REQUIRED:

• Must know QUICKEN
• Possesses considerable knowledge of office systems and procedures.
• Demonstrates the grammar, punctuation and spelling skill set required to write and edit business communications and prepare reports.
• Demonstrates considerable interpersonal skills including, but not limited to, tact and diplomacy and the ability to schedule appointments for staff, handle telephone calls requiring knowledge of and sensitivity to the job's functions, etc.
• Possesses substantial ability to schedule and prioritize office workflow.
• Demonstrates significant ability to operate office equipment which may include word processors, computer terminals, printers, copiers, telefacsimilie machines or other automated equipment.
• Possesses considerable ability to take notes that will result in appropriate business communications (i.e., shorthand, speedwriting, or other method acceptable to the supervisor).
  Demonstrates significant ability to respect and maintain the integrity and confidentiality of sensitive data.
• Demonstrates considerable ability to read, write, and follow detailed instructions in English.
• Possesses excellent communication skills, both written and verbal.
• Demonstrates strong organization skills and attention to detail.
• Possesses proven ability to be flexible and manage changing priorities; must have a strong sense of time management.
• Possesses ability to troubleshoot by relieving direct supervisor of as much administrative detail as possible (within prescribed limits of authority).
• Possesses proof of high school diploma or equivalent.

EXPERIENCE AND TRAINING:

• Two (2) plus year's experience performing office support or secretarial work successfully.
• Demonstrates intermediate MS Word and Excel skills, including the ability to pass an intermediate level software assessment.
• Demonstrates basic MS Powerpoint and Access skills or demonstrates willingness to learn and develop basic skills in the same, including the ability to pass a basic level software assessment.
• Demonstrates willingness to learn and develop intermediate skills in education-related software programs.
• Bilingual, a plus.

Working Conditions:

• Pay Grade/Level: Grade 3
• Hourly wage: in accordance with UPSEU union contract
• 46-week position