Administrative Secretary Iii - Newport News, United States - Newport News Public Schools

Newport News Public Schools

Verified Company

Newport News, United States

2 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Job Summary

Position is responsible for providing clerical support for the Office of Youth Development to include youth development and school support.

Position performs a variety of functions to include answering telephones, greeting visitors, answering inquiries, sorting and distributing mail, processing Youth Development reports, maintaining program information, assisting with the coordination of events, and scheduling meetings.

Essential Duties

Serves as office contact for all visitors which may include school staff, students, community partners, and other internal and external stakeholders (including families).
Greets and assists all visitors to the departments, ascertaining the nature of their business and referring them to the appropriate person.
Appropriately, screens visitors and manages written and verbal communications for the department.
Prepares presentations, reports, and materials for youth development meetings.
Plans and arranges conferences or meetings under general instructions from supervisor or assigned staff; communicates arrangements to appropriate individuals.
Communicates information about youth development opportunities, including communitysponsored programming to students, families, and school staff.
Manages communications on all social media platforms, youth development publications (e.g. newsletters, website, etc.), and learning management systems.
Maintains calendar(s) for assigned staff, regularly prioritizes and arranges meetings, conferences and appointments; arranges necessary travel reservations and itineraries; anticipates and prepares background materials needed.
Makes copies and uses other office equipment (copier, fax, and printer) as necessary. Sorts and distributes incoming mail for the department.
Orders and maintains adequate supplies and other necessary materials and documents.
Receives, inventories, sorts, and distributes youth developments professional development materials to department and school staff.
Uses the MUNIS system for purchasing and other functions.
Coordinates development of Youth Development promotional materials with Community Relations and the Print Shop.
Maintains a high level of confidentiality.
Assists with the planning of divisionwide events and recognition activities.

Other

Performs any other related duties as assigned by the Youth Development Supervisor or Program Administrator.

Minimum Qualifications (Knowledge, Skills and/or Abilities Required)

Must possess a high school diploma or equivalency.
Some college coursework is preferred.
Must possess a knowledge of standard office practices, procedures, and clerical techniques.
Must possess a demonstrated record of success in dealing with the public in a front office position.
Must possess the ability to speak clearly to communicate with visitors, administrators, and employees.
Must possess a knowledge of, or the ability to accurately and quickly learn to operate a multiline telephone console, computer, and office equipment.
Must possess excellent written and oral communication skills and the ability to develop positive working relationships with a diverse population of students, families, staff and the general public.