Secretary III

Secretary III - Anticipated Openings

Starting Pay: $18.15 per hour

Description:

This is advanced office support work for the Akron Public Schools. An employee in this classification is responsible for providing complex office support for an Akron Public Schools administrative or school office, or major project including the delegation and coordination of the work of other office support personnel. An employee in this classification works under general supervision with considerable opportunity for exercising independent judgment in carrying out the duties and responsibilities of the job, in setting priorities and procedures for the work and in delegating to others.

Functions:

Transcribes data using electronic equipment

Operates a variety of modern office equipment such as personal computer with standard and customized business software, printer, photocopier, facsimile, intercom PA system, security buzzer, scanner and calculator to perform various aspects of the work.

Composes and/or types and proofs office correspondence such as letters, memos, forms reports, bulletins, mailings, facsimiles, time sheets, building permits, attendance cards, teacher lists, graduation and class lists, etc.

Greets visitors, screens and routes telephone calls, takes messages and provides general information to callers and visitors and answers routine questions or inquiries

Sets up meetings, including contacting participants, reserving meeting rooms and audio-visual equipment, preparing or overseeing preparation of materials for meeting

Performs student services tasks such as enrollment and withdrawal of students using the computer network system

Prepares supporting documents for student discipline referrals

Serves as the school treasurer if assigned to an elementary school

Attends Open House, interim/report card pickup sessions, Parent/Teacher conference night, graduation, and other school events outside of normal work hours, if assigned to a school

Provides assistance to parent and student organizations and serves as liaison with parents, community and inter-agency personnel and provides pertinent information to staff and public

Makes travel arrangements for supervisor(s) as needed

Types purchase requisitions, travel requests, Board Recommendations, etc.

Uses a computer, software, and printer to accomplish complex word processing, database, spreadsheet, and presentation tasks as required

Establishes and maintains all records, systems and procedures necessary to the office administration of a major program or project

Maintains school master calendar and coordinates activities for use of building and processing building permits

Maintains visitor registration book

Researches and queries records and databases and prepares statistical and summary reports as needed or requested

Researches and compiles background data necessary to complete work and assist staff members

Orders office supplies and maintains supply inventories and records

Completes school/department payroll and distributes appropriate attendance forms

Monitors budgets and may be clerk/custodian of funds

Reconciles, verifies, documents and prepares payroll forms and records

Verifies accuracy and completeness of records, invoices, vouchers, forms, applications, budgets, proposals, reports and correspondence

Orients substitutes

Coordinates special program events

Delegates and coordinates work of office assistants/or other office support staff in the department

Processes daily mail as needed

Exercises organizational and time management skills to complete tasks

Attends meetings and in-services as required

Promotes customer service by personal appearance, attitude and conversation

Promotes good safety practices and procedures

Maintains respect for confidential information

Coordinates maintenance and repair of office equipment

Maintains distribution schedule of bulletins and reports

Maintains knowledge of specific program area and Akron Public Schools' policies and procedures

Travels locally and outside of district as required

Performs related work as required

Requirement:

Required Knowledge, Skills, and Abilities:

Considerable knowledge of modern office practices and procedures and the operation of standard office equipment

Considerable knowledge of business English, including spelling, punctuation and grammar

Considerable knowledge of document format construction

Considerable knowledge of the use of personal computers and related software to perform office support work

Knowledge of Akron Public Schools' rules, regulations procedures and functions

Skill in carrying out basic mathematical calculations and in formatting and presenting standard statistical data

Skill in establishing and maintaining manual and computerized file, database and spreadsheet systems

Skill in the use of modern office equipment for purposes of communicating, duplicating, data entry and retrieval, and word processing

Skill in composing and preparing business letters, reports, and other documents using proper spelling, grammar, punctuation and format construction

Skill in establishing and maintaining effective working relationships with other persons

Skill in accurately sorting, organizing and filing documents and data alphabetically, chronologically and numerically

Skill in communicating ideas and directions clearly and effectively both orally and in writing

Ability to type at a speed and accuracy level determined at the time of examination

Ability to plan, assign and coordinate the office support activity of other employees

Ability to anticipate and prepare materials needed for meetings, procedures, and events

Ability to prioritize, organize, time manage and problem solve office support activities

Ability to develop, design and implement office activity procedures and operations

Ability to follow oral and written instructions

Ability to perform a wide variety of tasks concurrently with constant interruptions

Minimum Qualifications:

Graduation from an accredited high school or G.E.D.

A minimum of three years of experience in responsible office support work

Conditions:

Ability to perform a wide variety of tasks concurrently with constant interruptions Equipment Operated: • Personal computer with related software and printer • Photocopier • Calculator • Telephone • Facsimile • Typewriter • Scanner • Electronic transcription equipment • Intercom/PA equipment • Security buzzer • Other equipment relevant to job duties Additional Working Conditions: • Frequent repetitive hand motion, e.g., typing, keyboarding, filing • Frequent interruptions by telephone, security buzzer staff and visitors to the office • Frequent exposure to blood, bodily fluids, and tissue • Frequent interaction with irate visitors and/or unruly children - not to include supervision of unruly children • Occasionally may be required to sit for long periods of time • Occasionally required to work a flexible schedule • Occasionally required to attend in-service and training sessions • Occasionally required to travel