30598 Secretary to Director

Position Type:
Secretarial/Clerical - Central Office/Departments/SECRETARY

Date Posted:
4/22/2024Job Title: Director Secretary - Multilingual Programs Exemption Status/Test: Non-exempt

Reports to: Director of Multilingual Programs Date Revised: October 2022

Department /School: Multilingual Programs

Primary Purpose:
To assist in the advanced clerical work for the Director of Multilingual Programs. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the community.

Qualifications:

Education/Certification:
High School diploma or GED, from an approved educational institution
Certified Educational Office Professional certification (CEOP), preferred

Experience:
Three (3) years successful secretarial experience in public schools
Two (2) years successful secretarial experience in a central office position, preferred
Spanish speaking bilingual, preferred

Special Knowledge/Skills:
Great telephone and public relations skills
Proficient in keyboarding, word processing, data entry, file maintenance, and other computer skills
Working knowledge of basic office procedure and the operation of common office equipment/machines
Strong written and oral communication skills, including grammar and spelling
Ability to apply common sense understanding to carry out written, oral, or diagram instructions
Ability to work with numbers in an accurate and rapid manner
Ability to prioritize workflow to address the multiple needs of the supervisor or the department
Ability to multi-task numerous complex administrative activities
Strong organizational and interpersonal skills
Detail oriented
Ability to work well with a diverse population
Must possess strong bookkeeping and budgeting keeping skills
Working knowledge of Skyward and Kronos, preferred

Major Responsibilities and Duties:

Clerical Support

1. Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to the director or other department leaders.
2. Prepare correspondence, forms, manuals, reports, presentations, and other documents for the director.
3. Compile, maintain, and file all reports, records and other documents associated with the operations of the department.
4. Process incoming and outgoing mail.
5. Set up leadership meetings and other director led meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
6. Make travel arrangements including making hotel reservations and turning in conference registration forms for the director.
7. Manage professional memberships for the director.
8. Schedule appointments and maintain the director's calendar.
9. Maintain adequate office supplies and materials for the director.

Financial and Legal:

10. Maintain a base budget for the department by reconciling budget books, running weekly reports and attending budget meetings.
11. Prepare and maintain purchase orders, check requests, invoices, reimbursements, etc.
12. Comply with policies established by state and federal law, State Board of Education rule, and local school board policy.

Reception and Phones:

16. Articulate support for the mission, philosophy, strategic plan, goals/objectives, policies, and procedures of GISD.
17. Use effective communication skills to present information accurately and clearly.
18. Complete work efficiently, accurately, and promptly.
19. Show initiative in assuming responsibility for routine office functions, duties, and responsibilities.
20. Relate to staff, students, and parents in ways that convey mutual respect, concern, and high expectations.
21. Demonstrate effective organization skills.
22. Accept responsibility for the care and protection of district property.

Personal Effectiveness:
23. Maintains confidentiality and integrity of information handled within the office.
24. Determine priorities to ensure timely accomplishment of assigned tasks.
25. Demonstrate professionalism in dealing with students, parents, community members, and colleagues.
26. Exert a positive influence demonstrating a "can do" attitude and fostering a collaborative work environment.
27. Maintain a problem solving mindset, approaching problems with tact, directness, and integrity.
28. Maintain professional behaviors, including appearance, daily attendance, punctual arrival, and orderly work space.
29. Maintain mental alertness and physical ability to perform job functions.
30. Demonstrate professional growth through reading, attending conferences/training and collaborating with other more experienced secretaries.

Other:
31. Assist with onboarding and training new secretarial and paraprofessional staff.
32. Assist other department support staff with appointments, scheduling meetings, travel arrangements, material preparations, and other secretarial duties.
33. Assist with planning and implementing department sponsored events.
34. Help facilitate job interviews for the department, including scheduling candidates, greeting candidates, and other clerical duties needed for in-person or virtual interviews.
35. Perform other duties as assigned.

Supervisory Responsibilities:

None

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching
Lifting: Occasional lifting and carrying (less than 45 pounds)
Environment: Occasional districtwide travel, work irregular hours, occasional prolonged hours
Mental Demands: Work with frequent interruptions; maintain emotional control under stress, maintain confidentiality

Inquiries to: Tara Sowels, Director
TSowels@garlandisd..net

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