Position: Secretary II

Position Summary:

The Secretary II performs moderately difficult and varied secretarial and clerical work. Employees in this class perform secretarial and clerical work where the duties and responsibilities are such that they involve a good working knowledge of the policies and procedures under the administrator’s control; frequent and responsible contacts with parents and/or school and staff personnel which requires independent action and judgment in performing the duties normally involved in the operation of the activity to which assigned. Work methods are reviewed occasionally. Employees in this class usually supervise one or more subordinate clerical employees. 

Duties and Responsibilities:

• Typing, receiving telephone calls and personal callers, answering inquiries, preparing routing correspondence, maintaining appointments, processing mail and controlling inventory of office supplies;
• Participates in the development of new clerical procedures and office routines; assigns and oversees the work of subordinate office personnel;
• Works collaboratively with all support staff to ensure excellent customer service and quality work production.
• Personally performs various clerical duties and responsibilities in support of the organization’s program(s) and operations;
• Processes incoming mail and other material; prepares replies to correspondence from previous experience with the subject, general instructions, administrative notes, and dictation or written copy; prepares and signs standard letters, inter-office forms, requisitions and similar papers;
• Reviews correspondence, reports and other papers prepared for superior’s signature to assure conformance with administrative instructions and requirements;
• Assures the timely completion of correspondence and reports to determine the status and progress of special projects; liaison with other departments;
• Maintains records and prepares reports; gathers and complies information for and assists in preparing the annual budget request; monitors expenditures with respect to budget limitations; confers with superior about the status of accounts and initiates reallocation of funds as instructed; and
• Performs other general office and related duties as assigned.

Qualifications:

• Good knowledge of business English, spelling and arithmetic;
• Good knowledge of modern office practices, procedures and equipment;
• Ability to carry out continuing assignments with limited supervision;
• Ability to assemble and organize data;
• Ability to keep complex clerical records and to prepare accurate reports from such records;
• Ability to prepare effective correspondence on routine matters and to perform routine office management functions;
• Ability to establish and maintain effective working relationships with other employees and the general public;
• Ability to operate a computer with proficiency;
• Ability to type at the required rate of speed; and
• Ability to perform routine and diversified clerical work involving independent judgment; and good interpersonal skills using tact, patience and courtesy.

Education and/or Experience Requirements:

High school graduate with some secretarial experience at the level of Secretary I; including or supplemented by courses in typing and if required, shorthand; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities necessary to perform effectively in the position.

Certification:

None required.

Supervisory Responsibilities:

No direct supervisory responsibilities.

Physical Demands:

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.

Working Environment:

The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.

Additional Information:

None.