Secretary II

LOCAL DISTRICT CLASSIFICATION PLAN

SUMMARY CLASS TITLE: SECRETARY II

BASIC FUNCTION:

Perform advanced-level secretarial duties for a Director-level administrator of a major District function requiring independent judgment and analysis; plan, organize and coordinate office activities and communications to relieve the administrator of routine administrative and clerical details.

DISTINGUISHING CHARACTERISTICS:

Secretary II incumbents report to a Director-level administrator with responsibilities for overall program administration of a large, complex District function and perform administrative assistance duties. Secretary I incumbents report to a District coordinator, specialist or other administrator having responsibility for a program of smaller size, complexity and impact and perform responsible administrative assistance duties.

REPRESENTATIVE DUTIES:

Serve as secretary to a District-level Director or administrator of a large, complex program or function; plan, organize and coordinate activities to relieve the administrator of routine clerical details.
Interview and screen callers and visitors, including students, teachers, administrators, parents, vendors and the public and provide information or direct to appropriate personnel; provide detailed and technical information concerning District policies, procedures and established regulations.
Communicate with parents and District personnel on confidential or sensitive issues; screen incoming calls to gather and exchange information.
Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters and notices; prepare Board agenda items and related materials as assigned; compose correspondence or prepare from rough draft.
Coordinate all food orders for schools, specialty foods, milk, fresh produce, DoD produce, and commodities. Communicate with vendors on shortages, substitutions, and new items.
Manage catering orders and billing
Maintain documentation of problem deliveries and product issues. Keep district-wide food inventories and coordinate movement of food items from warehouse to schools.
Schedule product deliveries and insure adequate storage, receive orders and maintain records related to orders.
Maintain nutrition compliance for menu according to USDA
Receive and log sample food from vendors and make arrangements for foods to be tested.
Monitor commodity orders and prepare monthly usage and balance
Maintain current commodity inventory based on processing and delivery information.
Type a variety of items including inter-office communications, requisitions, forms, letters, special projects, legal documents and other materials; establish, modify and maintain project and confidential filing systems.
Train and provide work direction to other clerical personnel as assigned.
Research and compile information and compute statistical data for federal, State and District reports and special projects as assigned.
Schedule meetings, conferences and appointments for the Director; maintain Director's calendar; arrange for conference rooms and refreshments; arrange and schedule travel accommodations as necessary.

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REPRESENTATIVE DUTIES - continued:

Assist in the maintenance of department budgets; enter data into computer to charge appropriate accounts; review invoices, requisitions and purchase orders for accuracy, completeness and compliance with department and District policies; inspect and verify accuracy of District financial reports with office records; research and resolve discrepancies as needed.
Review or prepare a variety of materials and documents, including financial documents, invoices, inventory records and statistics; order supplies and materials and prepare purchase orders; assure adequate forms and supplies to support office operations.
Attend a variety of meetings; prepare and send out notices of meetings; collect and compile information for meetings, projects and workshops; prepare and distribute minutes.
Maintain a variety of complex personnel records, time sheets, lists, files and records, including confidential materials.
Compile data for budget; post and maintain budget and financial records of a variety of programs; monitor account balances and record expenditures.
Receive, open and screen incoming mail and independently compose replies according to established procedures.
Operate a variety of office equipment such as computer and copier and warehouse equipment such as loading dock, overhead doors, freezer doors, etc.
Coordinate communications between supervisor and other District staff and the public.
Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

Modern office practices, procedures and equipment.
Applicable sections of Kentucky Administrative Regulations and other applicable laws.
USDA food regulations and guidelines for schools
Foodservice and sanitation guidelines
Menu development
District organization, operations, policies and objectives.
Organization, rules, regulations and programs related to an assigned office or function.
Computer operation and data entry techniques.
Software applications used by the District, including Google and spreadsheets.
Financial and statistical record-keeping techniques.
Basic budget monitoring and control.
Telephone techniques and etiquette.
Financial and statistical record-keeping techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Interpersonal skills using tact, patience and courtesy.

ABILITY TO:

Perform advanced-level secretarial duties requiring independent judgment and analysis.
Plan, organize and coordinate office activities and communications to relieve the Director of routine administrative and clerical details.
Work independently with little direction.

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ABILITY TO - continued:

Type at an acceptable rate of speed.
Analyze situations accurately and adopt an effective course of action.
Compose independently or from oral instructions letters, memos, or other material.
Read, interpret, apply and explain rules, regulations, policies and procedures.
Maintain records and prepare reports.
Communicate effectively both orally and in writing.
Meet schedules and time lines.
Add, subtract, multiply and divide quickly and accurately.
Establish and maintain cooperative and effective working relationships with others.

EDUCATION AND EXPERIENCE:

Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and three years of increasingly responsible secretarial and clerical experience. School Foodservice administration experience is preferred.

LICENSES AND OTHER REQUIREMENTS:

ServSafe or Person In Charge certifications are recommended, yet not required.

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