Administrative Secretary – Curriculum & Staff Development
PENINSULA SCHOOL DISTRICT
Job Description
ADMINISTRATIVE SECRETARY – CURRICULUM & STAFF DEVELOPMENT
LOCATION: Educational Service Center
JOB SUMMARY:
This position serves as the administrative secretary to the Assistant Superintendent for the Curriculum and Staff Development portion of Learning & Teaching. This position also provides assistance to the district Curriculum Specialists and periodic assistance to other Learning & Teaching departments as needed throughout the year. Responsibilities include managing and coordinating work flow for the department; managing budgets and grants; typing reports and correspondence, processing purchase orders, maintaining files and records; duplicating and distributing curriculum materials, assistance in professional development opportunities in the district, and serves as liaison between the Assistant Superintendent, department and other district staff.
REPORTING RELATIONSHIP:
Reports to Assistant Superintendent of Learning & Teaching, Curriculum and Staff Development Department
DUTIES AND RESPONSIBILITIES:
- Manages departmental budget data; prepares budget summary reports. Verifies budget totals with central business office records; provides information to staff concerning budget balances. Records expenditures in budgeting records.
- Assists in organizing workshops, classes and inservices; provides secretarial support to curriculum committees; contacts groups regarding meetings. Formats, types and edits committee meeting minutes, correspondence and announcements. Maintains correspondence of committee meetings. Schedules conference room use; sets up tables and chairs and orders food as requested.
- 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.
- Formats, types and edits correspondence (often confidential), forms, grant documents, budget, required paperwork for Human Resources, and other reports from drafts; proofreads, duplicates and distributes as necessary. Composes routine correspondence.
- Prepares purchase orders; determines necessary office supplies; communicates with staff members concerning supplies needed; compiles annual departmental supply order.
- Acts as liaison between the Assistant Superintendent, other staff, and the community in a confidential and supportive manner. Receives and screens incoming correspondence and phone calls; alerts Assistant Superintendent of matters that require immediate attention and assists in actions to meet deadlines.
- Duplicates and distributes a variety of materials such as booklets, correspondence, and other curriculum information. Coordinates production of projects requiring special printing. Orders and distributes forms.
- Designs and produces brochures, posters, curriculum documents and other productions for distribution. Maintains department website.
- Prepares required personnel forms and timesheets; receives staff attendance records; processes travel request claims; makes arrangements for substitutes as needed.
- Processes clock hour and/or college proposals for credit. Submits information to appropriate departments for processing.
- Opens, sorts and routes incoming mail for assigned staff. Creates and maintains program files; ensures confidentiality as required.
- Performs a variety of related duties and special projects duties as assigned.
WORKING CONDITIONS:
Office environment; experiences frequent interruptions; requires visual concentration on detail, dexterity and precision.
AFFILIATION: PSE – Clerical
FLSA: Covered
MINIMUM QUALIFICATIONS:
Education and Experience:
High school graduation or equivalent and five years of increasingly responsible secretarial experience, including records maintenance and bookkeeping.
Allowable Substitution:
Advanced technical training in secretarial, bookkeeping or accounting procedures may substitute on a month-for-month basis for up to five years of the required experience.
Knowledge, Skills and Abilities:
- Knowledge of secretarial and bookkeeping procedures; ability to maintain accurate records.
- Proficient in keyboarding.
- 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:
None.
Updated: 2010