30832 Secretary to Director

4 weeks ago

Garland, United States Garland Independent School District Full time
Position Type:
Secretarial/Clerical - Central Office/Departments/SECRETARY

Date Posted:
5/13/2024

Location:
Student ServicesJob Title: Secretary to Director Exemption Status/Test: Non-Exempt

Reports to: Director of Student Services

Dept. /School: Student Services

Pay Grade: P17 Min: $160.80 Mid: $197.33
Days: 226 Primary Purpose:
To assist in the routine work activities of a school district department office and provide clerical and administrative services to the Director of Student Services and other staff members.
Qualifications:
Education/Certification:
  • High School Diploma or equivalent
  • Certified Educational Organization Professional (CEOP) certification preferred
  • Bilingual- Spanish, preferred

Experience:
  • Minimum of three (3) years of successful secretarial experience in a public c school setting OR
  • Minimum of two (2) years of successful secretarial experience in a central office position, preferred
  • Working knowledge of Skyward, Kronos, Excel, Word, and PowerPoint, preferred

Special Knowledge/Skills/Abilities:
  • Excellent telephone and public relations skills
  • Effective communication and interpersonal skills
  • Proficient skills in keyboarding, word processing, and file maintenance.
  • Working knowledge of basic office procedures and the operation of standard office equipment/machines
  • Strong written and oral communication skills, including grammar and spelling
  • Ability to prioritize workflow to address the multiple needs of the supervisor or the department
  • Ability to multi-task numerous complex administrative activities
  • Ability to read, analyze, and interpret general business and technical publications
  • 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
  • Strong organizational and interpersonal skills
  • Detail oriented
  • Ability to work well with a diverse population

Major Responsibilities and Duties:
  1. Receive visitors and telephone calls; respond to general inquiries about department functions; screen those that can be handled without the Director's assistance.
  2. Process incoming and outgoing mail and A-location email correspondence.
  3. Maintain adequate materials and office supplies for efficient and effective department functions.
  4. Utilize office technology (e.g., fax machines, copy machines, electronic staplers/hole punches, etc.) to complete tasks and maintain equipment's operational readiness.
  5. Maintain department staff attendance records (e.g., Kronos).
  6. Maintain an inventory of all Student Services positions and payroll costs.
  7. Assist with developing the department office budget and maintain ledger records and other bookkeeping tasks as needed.
  8. Prepare and maintain Student Services purchase orders, check requests, invoices, reimbursements, etc.
  9. Compose minutes, correspondence, memoranda, reports, forms, and similar materials in final form and submit them to the appropriate entity.
  10. Maintain appropriate files and records associated with responsibilities.
  11. Maintain the Director's calendar, schedule meetings, and prepare materials for meetings as requested.
  12. Assist other Student Services department professional staff with appointments, scheduling meetings, material preparations, and other secretarial tasks.
Professional Effectiveness
  1. Maintain confidentiality and integrity of information handled within the office.
  2. Articulate support for the mission, philosophy, strategic plan, goals/objectives, policies, and procedures of Garland ISD.
  3. Comply with policies established by state and federal law, State Board of Education rule, and local school board policy.
  4. Use practical communication skills to present information accurately and clearly.
  5. Complete work efficiently, accurately, and promptly.
  6. Show initiative in assuming responsibility for routine office functions, duties, and responsibilities.
  7. Relate to staff, students, and parents in ways that convey mutual respect, concern, and high expectations.
  8. Demonstrate effective organization skills.
  9. Demonstrate effective technology skills, including appropriate software and keyboarding skills.
  10. Accept responsibility for the care and protection of district property.

Personal Effectiveness
  1. Determine priorities and maintain office controls to ensure the timely accomplishment of assigned tasks.
  2. Demonstrate professionalism in dealing with students, parents, community members, and colleagues.
  3. Exert a positive influence by demonstrating a "can do" attitude and fostering a collaborative work environment.
  4. Maintain a problem-solving mindset, approaching problems with tact, directness, and integrity.
  5. Maintain professional behaviors, including appearance, daily attendance, punctual arrival, and workspace order.
  6. Maintain mental alertness and physical ability to perform job functions.
  7. Demonstrate interest in acquiring new skills and knowledge.
  8. Pursue professional development through reading, attending conferences/training, and being involved with related associations and organizations.
  9. 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: Ability to sit for prolonged periods; occasional bending/stooping, pushing/pulling, and twisting
Motion: Continual sitting and reaching; repetitive hand and arm motions
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged and irregular hours,
Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Inquiries to: Mary Garcia, Director - Student Services
MAGarci2@garlanisd.net