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Secretary – Curriculum & Highly Capable Programs

Job Description


LOCATION: Educational Service Center

This position provides secretarial support to the district curriculum and highly capable programs and periodic assistance to other Learning & Teaching department as needed throughout the year. Primary responsibilities will focus on curriculum and inventory. Additional responsibilities may include managing and coordinating workflow for the department; typing reports and correspondence, processing purchase orders, maintaining files and records; duplicating and distributing curriculum materials, assistance in professional development opportunities in the district.

Reports to Assistant Superintendent for Learning & Teaching


  1. Maintains database and spreadsheets for tracking and monitoring; maintains website and publications as directed.
  2. Responsible for the purchasing process and delivery of district-purchased textbooks and materials to the buildings and departments. Prepares purchase orders within budget parameters, gives directions to office staff about how to disburse.
  3. Responsible for the inventory of district textbooks and resources.
  4. Provides secretarial support to curriculum and highly capable programs; set up meetings. Formats, types and edits meeting minutes, correspondence and announcements. Maintains correspondence of committee meetings. Schedules conference room use; sets up tables and chairs and orders food as requested.
  5. Provides secretarial support to curriculum and highly capable programs; including answering and making phone calls; assists with coordination of building test coordinators to ensure testing protocols and security is maintained to state regulations.
  6. Formats, types and edits correspondence (often confidential), forms, grant documents and other reports from drafts; proofreads, duplicates and distributes as necessary. Composes routine correspondence.
  7. Prepares purchase orders; determines necessary office supplies; communicates with staff members concerning supplies needed; compiles annual departmental supply.
  8. Duplicates and distributes a variety of materials such as booklets, correspondence, and other curriculum information. Coordinates production of projects requiring special orders and distributes forms.
  9. Prepares required personnel forms and timesheets; receives staff attendance records; processes travel request claims; makes arrangements for substitutes as needed.
  10. Performs a variety of related duties and special projects duties as assigned.

Office environment; experiences frequent interruptions; requires visual concentration on detail, dexterity and precision. The ability to lift a box of text books.


FLSA: Covered


Education and Experience
High school graduation or equivalent; 3 years of secretarial experience, with records maintenance and bookkeeping preferred.

Allowable Substitution
Advanced technical training, bookkeeping or accounting procedures may substitute for above.

Knowledge, Skills and Abilities:

  • Knowledge of secretarial and bookkeeping procedures; ability to maintain accurate records.
  • Proficient in keyboarding.
  • Proficiency in using Excel & database software programs
  • Skill in operating a variety of office machines.
  • Effective oral and written communication skills.
  • Ability to operate word processing programs, database programs, and website programs.
  • Ability to set up and maintain an 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 and remain flexible to changes in situations or assignments.
  • Ability to work independently with minimal supervision.
  • Ability to maintain confidentiality.
  • Ability to establish and maintain effective working relationships with staff.

Licenses/Special Requirements

Updated: 07/2017