POSITION SUMMARY:
Under the direction of an assigned supervisor, excluding
director-level positions, the Secretary III performs responsible secretarial
work, which is distinguished from that of Secretary II by greater variety and
complexity of secretarial and/or office management functions. This position is
assigned to an office/department based on the systemic impact the position
would provide across the district, as determined by Human Resources. A major function of positions in this class
is to assume responsibility for administrative details. The work typically
requires a knowledge and understanding of the functions, policies and
procedures related to the assignment and involve frequent and responsible
contact with persons inside and outside of the organization. Independence of action and sound judgment are
frequently exercised within the limits of a wide range of established policies
and procedures. Instructions are normally received in the form of a general
outline of work to be accomplished, leaving the determination of details to the
incumbent.
DUTIES and RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Assumes responsibility for
providing secretarial, clerical and related administrative services to a major
school system official, such as a department head (excluding director-level positions);
Determines disposition of
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 as prepared for superior’s signature to assure
conformance with administrative instructions and requirements;
Expedites the work of the
department; shifts clerical personnel to accommodate fluctuating workload;
follows up on staff personnel to assure the timely completion of correspondence
and reports, and determines the status and progress of special projects; maintains
liaison with other departments;
Screens telephone calls
and visitors; explains policies and procedures, provides requested information;
arranges appointments or initiates other responsive action as appropriate;
Types, receives telephone
calls, answers inquiries, prepares routine correspondence, maintains
appointments, processes incoming mail and other materials, and controls
inventory of office supplies;
Participates in the
development of new clerical procedures and office routines; assigns and supervises
the work of assigned clerical personnel;
Performs various clerical
duties and responsibilities in support of the organization’s program(s) and
operations;
Provides orientation to
new clerical and secretarial employees to acquaint them with policies, general
procedures and department routines;
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;
Assures the timely
completion of correspondence and reports to determine the status and progress
of special projects; liaisons with other departments;
Maintains records and
prepares reports; gathers and compiles 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
policies, regulations, procedures, and functions of the activity to which
assigned or ability to rapidly acquire such knowledge;
Ability to carry out
continuing assignments with limited supervision;
Ability to assemble and
organize data;
Ability to prepare
effective correspondence and summaries, 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; 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 diploma required with
progressively responsible secretarial experience and some related experience at
the level of Secretary II; including or supplemented by courses and/or training
which provides the required knowledge, skills and abilities necessary to
perform effectively in the position.
CERTIFICATION REQUIREMENTS:
None Required.
SUPERVISORY RESPONSIBILITIES:
May provide guidance and direction to assigned clerical personnel.
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.