Staff Secretary III
Under general direction, to act as secretary to an administrator; to assist by relieving him/her of clerical and administrative details; to perform a wide variety of responsible and difficult clerical and stenographic work; and to do related work as required, consistent with the job description.
Directly responsible to designated administrators.
ESSENTIAL JOB FUNCTIONS
- Performs a variety of difficult and responsible clerical, stenographic, and receptionist work
- Takes and transcribes dictation of letters, reports, meeting minutes, and memoranda, including material of a highly confidential nature
- Composes letters independently on matters not involving policy questions
- Receives callers in person and over the telephone, gathering and providing necessary information, referring them to the proper authority or scheduling appointments
- Schedules meetings and conferences for supervisor
- Relieves supervisor of administrative details
- Budgets for and requisitions supplies for departments
- Independently compiles information and prepares periodic and special reports of department activities
- Assists in purchasing supplies and equipment for department
- Coordinates the work of other employees
- Performs a wide variety of difficult and responsible clerical and secretarial work
- Makes arithmetical calculations with speed and accuracy
- Compiles and maintains accurate and complete records and reports
- Understands and carries out oral and written directions.
DEMONSTRATED KNOWLEDGE AND ABILITIES:
- Modern office practices, procedures and equipment.
- Operation of a computer and assigned software.
- Terminology, processes and operations of assigned office or program.
- Record-keeping and filing techniques.
- Telephone techniques and etiquette.
- Basic research methods and report preparation techniques.
- Correct English usage, grammar, spelling, punctuation and vocabulary.
- Interpersonal skills using tact, patience and courtesy.
- Applicable laws, codes, rules and regulations.
- Oral and written communication skills.
- Basic budgeting practices regarding monitoring and control.
- Basic math.
- Proper methods of storing equipment, materials and supplies.
- Communicate effectively with students, parents, staff and administration.
- Interpret, apply and explain applicable laws, codes, rules, regulations, policies and procedures.
- Answer telephones and greet the public courteously.
- Maintain records, logs and files. Learn principles of training and providing work direction and guidance to others.
- Compile, assemble, verify and prepare data for records and reports.
- Determine appropriate action within clearly defined guidelines.
- Compose correspondence and written materials independently.
- Work independently with little direction.
- Establish and maintain cooperative and effective working relationships with others.
- Meet schedules and time lines.
- Plan and organize work.
- Add, subtract, multiply and divide quickly and accurately.
- Operate a variety of office equipment including a computer and assigned software.
- Be able to multitask.
- Maintain consistent, punctual and regular attendance.
- Move hands and fingers to operate a computer keyboard.
- Hear and speak to exchange information in person and on the telephone.
- Sit or stand for extended periods of time.
- See to read a variety of materials.
- Bend at the waist, kneel or crouch to file materials.
- Type at a speed of fifty-five (35) words per minute
- Take dictation and transcribe manually at a speed of ninety (90) words per minute or use dictation equipment
- Pass qualifying tests.
Three (3) years of increasingly responsible clerical and stenographic experience, preferably including at least two years of experience in a school district.