Secretary, College - Nacogdoches, United States - Nacogdoches Independent School District

Description

Job Title: Secretary, College & Career Readiness Wage/Hour Status: Nonexempt

Reports to: Director of College & Career Readiness Pay Grade: Clerical 4, 226 days

Dept. /School: College & Career Readiness/ CTE Center Date Revised:
Primary Purpose:

Provide reception and clerical assistance for the efficient operation of the College & Career Readiness department office.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient keyboarding and file maintenance skills

Knowledge of correct English usage, grammar, spelling and punctuation

Effective organizational, communication, and interpersonal skills

Ability to use software to develop spreadsheets, perform data analysis, and do word processing Knowledge of basic accounting principles

Bilingual (English/Spanish preferred)

Experience:

One to three years secretarial experience, preferably in a public education environment
Major Responsibilities and Duties:
Records, Reports, and Correspondence

1. Prepare written correspondence, forms, schedules, or reports for the College & Career Readiness Department using a personal computer
2. Maintain physical and computerized departmental files including mailing lists, student records, visitor logs, and office communication.
3. Prepare department payroll for student employees and department staff, as needed
4. Provide clerical assistance to the Director of College & Career Readiness

Reception and Phones

1. Assist students, teachers, parents, and visitors as needed.
2. Receive incoming calls, take reliable messages, and route to appropriate staff; handle questions and requests that fall within level of responsibility.
3. Maintain a visitor log and issue visitor passes

Accounting & Inventory

1. Prepare, process, and track all purchase orders and payment authorizations.
2. Perform routine bookkeeping tasks, including simple arithmetic operations, to maintain department budget records.
3. Receive, store, and issue supplies and equipment.
4. Maintain inventory of fixed assets, equipment, and supplies
5. Reconcile approximately department credit and procurement card accounts monthly.
6. Process purchase orders, secure quotations, maintain multiple/linked budget spreadsheets and inventory databases for CTE equipment & supplies

Other

1. Coordinate the scheduling of department travel, CTE activities, and community meetings
2. Maintain a schedule of appointments for the Director of Career & Technical Education
3. Sort, distribute, or deliver mail and other documents.
4. Maintain confidentiality.
5. Perform other duties as assigned by the Director of College & Career Readiness

Supervisory Responsibilities:

None
Equipment Used:

Personal computer, printer, copier, fax machine, calculator and other appropriate technology.
Working Conditions:

Tools/Equipment Used: Standard office equipment, including computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Frequent repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: Work is performed in an office setting; may require occasional irregular and/or prolonged hours

Mental Demands: Maintain emotional control under stress; work with frequent interruptions

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.