Administrative Secretary

Administrative Secretary I (Facilities)

Classified Position - 7762

Salary

Category 2

Days

260

Reports to:

Director of Facilities

SCOPE OF RESPONSIBILITIES

Perform a wide variety of specialized and responsible secretarial and administrative support duties for an Assistant Superintendent, Director or other high-level administrator; organize and coordinate office activities and communications to assist the administrator with assigned functional areas of responsibility

DISTINGUISHING CHARACTERISTICS

Administrative Secretary I incumbents perform specialized and responsible secretarial and administrative support duties for an Assistant Superintendent or Director.

REPRESENTATIVE DUTIES/ESSENTIAL FUNCTIONS

* Perform a wide variety of specialized and responsible duties independently in support of functions delegated to an assigned Assistant Superintendent, Executive Director or other high-level administrator; interpret and apply rules and regulations as appropriate; perform duties to assist the administrator with administrative detail as appropriate
* Coordinate communication between the administrator and District personnel, students, educational institutions, vendors, other outside organizations and the public; obtain and provide information, coordinate activities and resolve problems
* Research, review, check, correct and compile a variety of information; verify data for accuracy, completeness and compliance with established procedures; input and retrieve computerized data in computer systems as required
* Prepare and maintain a variety of records, logs and files including information of a confidential nature; maintain confidentiality of information and records
* Schedule meetings, conferences and appointments for assigned administrator; maintain administrator's calendar; arrange travel accommodations as necessary
* Compile information and data for a variety of reports; organize, type and print reports and other written materials related to assigned office functions
* Coordinate and compile Board Agenda materials
* Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations
* Type a wide variety of materials such as correspondence, reports, contracts, forms, applications, memoranda and other documents
* Maintains regular and predictable attendance


* Adheres to the professional code of ethics


* Successfully utilizes technology as appropriate in job function
* Take and transcribe dictation of minutes, letters and memoranda, including materials of a confidential nature as required by the position; prepare correspondence and memoranda independently or from oral instructions
* Operate a computer terminal and microcomputer to maintain records and generate reports, lists and other materials; utilize word processing and other software as required
* Receive, process and route mail; order, issue and maintain department supplies, forms and equipment. Train and provide work direction to departmental clerical support staff as assigned; monitor office workflow and assure compliance with established time line procedures and standards of quality
* Perform related duties as assigned

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF:

* Modern office practices, procedures and equipment
* Record-keeping and report writing techniques
* Correct English usage, grammar, spelling, punctuation and vocabulary
* District organization, operations, policies and objectives
* Oral and written communication skills
* Applicable sections of Kentucky Administrative Regulations and other applicable laws
* Interpersonal skills using tact, patience and courtesy
* Telephone techniques and etiquette
* Operation of a computer terminal and a variety of other office equipment including typewriter, calculator, copiers and dictation equipment

ABILITY TO:

* Perform secretarial and administrative assistance duties
* Read, interpret, apply and explain rules, regulations, policies and procedures
* Type at an acceptable rate of speed
* Take and transcribe dictation at an acceptable rate of speed
* Work independently with little direction
* Establish and maintain effective working relationships with others
* Meet schedules and time lines
* Prepare reports by gathering and organizing data from a variety of sources
* Work confidentially with discretion
* Analyze situations accurately and adopt an effective course of action
* Communicate effectively both orally and in writing
* Work efficiently with many interruptions
* Operate a variety of office equipment including computer terminals, calculator, typewriter, copiers and dictation equipment
* Make arrangements for meetings and conferences
* Maintain a variety of files, records and logs
* Planand organize work
* Provide work direction to others as assigned

MINIMUM QUALIFICATIONS

* Any combination equivalent to: high school diploma, G.B.D. Certificate or demonstrated progress toward obtaining a G.B.D. as required by Kentucky law
* Four years of responsible secretarial experience involving the use of word processing and recordkeeping software