Secretary, District Systemic Support
6 days ago
Exemption Status/Test: Non-exempt
Job Grade: 3
Department: District Systemic Support
Reports To: Director
Job Goal:
Provide secretarial assistance for an orderly, efficient, and professional office atmosphere in support of the ESC's goals and objectives.
Qualifications:
Education:
- High school diploma or GED
- Two years of experience as a secretary
Special Knowledge and Skills:
- Basic proficiency in the use of software packages related to office operations
- Strong organizational, interpersonal, and communication skills
- Ability to handle and prioritize multiple tasks
- Ability to exercise initiative, make decisions, and maintain confidentiality
Department Support
- Collaborate with the department secretary to set timelines and prioritize assignments.
- Identify and implement initiatives to improve the efficiency of the department's clerical work flow.
- Support the department in maintaining an effective and professional office environment.
- Create and proofread service agreements and accompanying file for ISO forms and accuracy before submitting documents for approval.
- Receive, review, and submit requests from specialists requiring approval, such as and not exclusive to professional development session handouts, printing requests, request for leave, time and effort, and technical assistance.
- Assist specialists with workshops by preparing materials, ensuring correct room arrangements, managing registration, and post work-shop clean-up.
- Answer phone calls from customers regarding services and workshops and relay information to specialists as necessary.
- Assist specialist with travel arrangements.
- Monitor inventory and order supplies for specialists' use.
- Verify all requisitions, expense forms, direct pays, invoices, purchase orders, and interdepartmental bills have been assigned to the correct budgets and that all necessary paperwork for payment has been included for processing.
- Provide technical assistance and services as specified by any applicable federal grant that funds this position.
Supervisory Responsibilities:
None
Physical Demands/Environmental Factors/ Mental Demands:
Frequent use of standard office equipment; prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting; repetitive hand motions (keyboarding and use of mouse); occasional light lifting and carrying (less than 15 pounds); may work prolonged and irregular hours; work with frequent interruptions; maintain emotional control under pressure.
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