- Provide secretarial support to assigned department and departmental supervisor.
- Maintain complex and technical records for significant functions within the assigned program or department.
- Complete state and federal reports, when required and requested.
- Maintain technical and functional oversight over assigned employees in the absence of the supervisor.
- Dispatch employees when appropriate and when the need exists.
- Interpret and explain to staff, students, parents, and patrons program or department policies, rules and regulations in response to inquires; refers inquiries as appropriate.
- Initiate and maintain a variety of comprehensive files and records; maintains manuals and updates resource materials.
- Schedule, arrange, and attend, when requested, departmental meetings.
- Act as an office receptionist, answer and route phone calls, greet visitors, screen calls, and refer inquiries as appropriate.
- Prepare financial statements and reports associated with given department.
- Type a variety of written material including correspondence, reports, purchase orders, statistical data and charts from rough drafts, dictaphone or verbal instructions; proofread and process documents; type a high volume of material.
- Maintain appointment schedules and calendars, and arrange meetings and conferences.
- Receive and distribute mail.
- Compile and assemble various special reports, forms and summaries as required by the department(s).
- Provide support and communication between the departmental supervisor and departmental members, schools, and the district office.
- Call and arrange for departmental substitute employees, when appropriate.
- Call, arrange and schedule various state, federal, and departmental inspections, when required.
- Call, arrange and schedule departmental equipment repairs, when needed.
- Coordinate and compile information related to major purchasing programs; departmental payroll, process purchase orders; maintains budgetary records.
- Perform other duties, as assigned.
- Experience Required: Five years of progressively responsible secretarial experience in a reasonable complex office setting, often with little or no direct supervision.
- Skills, Knowledge and/or Abilities Required:
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Operational Department Secretary - Portland, United States - Centennial School District 28J
Description
POSITION: Operational Department SecretaryLOCATION: Instructional Technology Center
HOURS: 8 Hours Per Day (7:00am - 3:30pm)
DAYS: Appproximately 260 Days Per Year (July - June)
SALARY: Range 8 ($ $22.58 Per Hour for ; Hourly Rate Pending Union Negotiations)
BENEFITS: PERS, Medical, Dental, Vision, Optional Insurances, Paid Leaves, Holiday Pay, etc.
START DATE: July 1, 2024
APPLICATION DEADLINE: Open Until Filled
JOB PURPOSE STATEMENT/S: The position of Operational Department Secretary provides responsible, complex and sensitive secretarial and administrative support to the Instructional Technology Department. This position is distinguished by a greater complexity and/or program size while requiring independent work, often free of direct supervision.
ESSENTIAL JOB FUNCTIONS:
Knowledge of work organization and research techniques sufficient to collect, analyze and interpret data; principles and practices of business letter writing; and basic record keeping principles and procedures
Abilities to quickly acquire a working knowledge of departmental policies and procedures; perform secretarial and administrative support functions requiring independent judgment, decision-making and problem solving; plan, organize, prioritize and complete a high volume of work in a timely and efficient manner. Significant physical abilities include reaching/handling/fingering, talking/hearing conversations, near visual acuity/visual accommodation.
Ability to speak a second language preferred.
EDUCATION REQUIRED: Two years beyond high school of specialized experience or training in computers and electronics.
LICENSES, BONDING AND/OR TESTING REQUIRED: Criminal Justice Fingerprint Clearance (applicant agrees to assume cost upon offer of employment).
TERMS OF EMPLOYMENT: Salary and work year to be established by the Board.
EVALUATION: Performance of this job will be evaluated annually in accordance with provisions of the Board's Policy on Evaluation of Support Staff Personnel.