Executive Secretary, Student Activities (Anticipated)

Executive Secretary - 205

Purpose Statement

The job of Executive Secretary -205 is done for the purpose/s of performing diversified clerical duties in support of the administrator; conveying information regarding department functions and procedures; coordinating assigned projects and site activities; and ensuring the efficient operation of support functions.

This job reports to the Department Administrator.

Essential Functions

• Assists in all aspects of course assessments for the purpose of providing the necessary support to the department.

• Assists substitutes to department for the purpose of ensuring that programs continues in the absence of the teacher.

• Compiles data from a variety of sources for the purpose of preparing reports, making recommendations; and/or preparing information for assigned administrator.

• Coordinates a wide variety of projects, functions and/or program components for the purpose of completing activities and/or delivering services in a timely fashion.

• Maintains a wide variety of manual and electronic documents, files and records for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.

• Monitors a wide variety of activities on behalf of assigned Administrator for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit pertaining to District 219.

• Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature for the purpose of documenting activities, providing written reference, and/or conveying information.

• Processes a wide variety of documents and materials for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.

• Procures supplies and materials for the purpose of maintaining availability of required items.

• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.

• Represents assigned Administrator in their absence for the purpose of conveying and/or gathering information required for their functions.

• Researches a variety of topics for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.

• Responds to a wide variety of inquiries from internal and external parties for the purpose of providing information, facilitating communication among parties and/or providing direction.

• Schedules a wide variety of activities for the purpose of making necessary arrangements for assigned administrator.

• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.

• Collects payments for a variety of events for the purpose of completing transactions and/or securing funds.

• Attends department and/or in-service meetings for the purpose of recording minutes, coordinating materials distribution, supporting the needs of attendees, conveying and/or gathering information required to perform functions.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; planning and managing projects, and performing basic bookkeeping and record keeping.

KNOWLEDGE is required to perform algebra and/or geometry; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; basic bookkeeping principles; business telephone etiquette; and common office machines; knowledge of board policy, district, state and federal regulations/laws.

ABILITY is required to schedule a number of activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with constant interruptions.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the organization's services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing. The job is performed under conditions with some exposure to risk of injury and/or illness.

Experience

Job related experience is required.

Education

Community college and/or vocational school degree with study in job-related area or five years of experience in job related area.

Equivalency

Equivalent experience in job related field.

FLSA Status Approval Date Salary Range

Non Exempt 7/1/2013 S4