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Secretary – Career and College Readiness

Job Description


LOCATION: Educational Services Center

This position assists the director and staff with the organizational needs of College & Career Readiness and monitors signed projects and/or program components. The position requires answering telephones, processing purchase orders, receiving and depositing program monies, maintaining files and records for programs, federal vocational grants, and performing a variety of other clerical duties.

Reports to the Director of College & Career Readiness


  1. Prepares a variety of reports, documents, written correspondence, grant documents, and other reports as requested. Proofreads, duplicates, and distributes copies.
  2. Processes documents and materials (i.e. – expense claims, contracts, registrations, invoices). Prepares purchase orders; determines necessary office supplies; communicates with staff members regarding supplies needed; and compiles annual departmental supply order.
  3. Maintains departmental budget, prepares monthly and quarterly budget summary reports, verifies budget totals with central business office records, provides information to staff concerning budget balances. Records expenditures and budgeting records. Monitors CCR budget for High Schools and Middle Schools.
  4. Creates and maintains files, and records, for vocational grants (i.e.- Carl Perkins), monitors grant balances, answers questions concerning grant expenditure guidelines. Keeps Director informed of grant activity.
  5. Receives, opens and verifies merchandise against purchase orders. Routes merchandise to proper department. Attaches packing slips and invoices, routing to accounts payable for processing.
  6. Provides clerical support to advisory committees. Contacts advisory committee members regarding meetings. Types and compiles meeting agendas and minutes, distributes to committee members. Attends general advisory committee meetings and takes minutes.
  7. Maintains certification records for every CCR Teacher to ensure certification is up to date and assists with required paperwork to be submitted to OSPI.
  8. Prepares paperwork for traffic safety renewal; works with TSE at OSPI and the Department of Licensing to obtain driving abstracts.
  9. Prepares required Human Resources forms and timesheets for the CCR Instructors; receives staff attendance records; processes travel request claims; submits information to the appropriate departments for processing.
  10. Prepares and schedules facilities and notifies staff of professional development activities.
  11. Publishes online articles and resources for the purpose of keeping staff informed about State and District requirements.
  12. Answers telephone, provides information, or routes caller to appropriate staff member. Screens calls for Director and takes messages. Maintains effective communication with the public and staff.
  13. Receives, opens, timestamps and routes incoming mail to Director.
  14. Inputs, compiles and reports data from a variety of sources (i.e. – online, paper records, spreadsheets or databases).

Office environment; experiences frequent interruptions; confined to work area; and required to sit for prolonged periods. Occasionally, required to lift or carry heavy supplies.


FLSA: Covered


Education and Experience:
High School graduation or equivalent with three years of secretarial experience, including maintaining detailed records. High degree of skill in record keeping through MS Excel, MS Word and database entry. Experience with purchasing and program budgets preferred.

Knowledge, Skills and Abilities:

  • Knowledge of secretarial practices and procedures.
  • Knowledge of correct grammar, spelling and English usage.
  • Proficiency in MS Word and MS Excel.
  • Skill in operating standard office equipment, utilizing software applications.
  • Ability to maintain budgeting records.
  • Ability to plan and manage projects.
  • Effective written and oral communication skills.
  • Ability to setup and maintain and accurate filing system.
  • Ability to attend to detail and follow tasks through to completion.
  • Ability to organize and set priorities.
  • Ability to work effectively under pressure.
  • Ability to maintain confidentiality.
  • Ability to work independently.
  • Ability to establish and maintain effective working relationships with staff and the general public.

Licenses/Special Requirements:

Updated: 07/2014