POSITION SUMMARY:
The Secretary II performs moderately
difficult and varied secretarial and clerical work. Employees in this class
perform secretarial and clerical work where the duties and responsibilities are
such that they involve a good working knowledge of the policies and procedures
under the administrator’s control; frequent and responsible contacts with
parents and/or school and staff personnel which requires independent action and
judgment in performing the duties normally involved in the operation of the
activity to which assigned. Work methods are reviewed occasionally. Employees
in this class usually supervise one or more subordinate clerical employees.
DUTIES and RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Typing,
receiving telephone calls and personal callers, answering inquiries, preparing
routing correspondence, maintaining appointments, processing mail and
controlling inventory of office supplies;
Participates
in the development of new clerical procedures and office routines; assigns and oversees
the work of subordinate office personnel;
Works
collaboratively with all support staff to ensure excellent customer service and
quality work production.
Personally
performs various clerical duties and responsibilities in support of the
organization’s program(s) and operations;
Processes
incoming mail and other material; prepares replies to correspondence from
previous experience with the subject, general instructions, administrative
notes, and dictation or written copy; prepares and signs standard letters, inter-office
forms, requisitions and similar papers;
Reviews
correspondence, reports and other papers prepared for superior’s signature to
assure conformance with administrative instructions and requirements;
Assures
the timely completion of correspondence and reports to determine the status and
progress of special projects; liaison
with other departments;
Maintains
records and prepares reports; gathers and complies information for and assists
in preparing the annual budget request; monitors expenditures with respect to
budget limitations; confers with superior about the status of accounts and
initiates reallocation of funds as instructed; and
Performs
other general office and related duties as assigned.
QUALIFICATIONS:The requirements listed below are representative of the knowledge, skill, and/or ability required.
Good
knowledge of business English, spelling and arithmetic;
Good
knowledge of modern office practices, procedures and equipment;
Ability
to carry out continuing assignments with limited supervision;
Ability
to assemble and organize data;
Ability
to keep complex clerical records and to prepare accurate reports from such
records;
Ability
to prepare effective correspondence on routine matters and to perform routine
office management functions;
Ability
to establish and maintain effective working relationships with other employees
and the general public;
Ability
to operate a computer with proficiency;
Ability
to type at the required rate of speed; and
Ability
to perform routine and diversified clerical work involving independent
judgment; and good interpersonal skills using tact, patience and courtesy.
EDUCATION and/or EXPERIENCE REQUIREMENTS:
High School graduate
with some secretarial experience at the level of Secretary I; including or supplemented by courses in typing and if required,
shorthand; or any equivalent combination of experience and training which
provides the required knowledge, skills and abilities necessary to perform
effectively in the position.
CERTIFICATION REQUIREMENTS:
None Required.
SUPERVISORY RESPONSIBILITIES:
No direct supervisory responsibilities.
PHYSICAL DEMANDS:
The physical demands 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 frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.
WORKING ENVIRONMENT:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
ADDITIONAL INFORMATION:
None.