CO-4 Executive Director Secretary

Job Description Code: 10B.010

Division/Department: Clerical

Pay Grade: CO-4

Pay Type: Salaried; Non-Exempt

Retirement: TRS

Contract Work Year: 235 Days/40 Hour Work Week

Reports To: Executive Director

Evaluation Instrument: PEI

Minimum Qualifications

Standard high school diploma or satisfactory completion of a General Education Development (GED) Testing Program; business or technical training with a minimum of two years of college preferred. Five years of secretarial/clerical work with experience within a school district preferred. Ability to establish an effective working relationship with staff and the public; excellent verbal and written communication skills; exercise independent judgment, and make decisions; advanced technology skills; must be able to work in a fast‑paced environment; must be able to handle multiple tasks and diversified duties at any given time.

GOAL

Perform a variety of responsible clerical assignments requiring independent judgment in the recording, disposition, and maintenance of critical information or records. Knowledge and ability to manage complex work cycles and varied work procedures and practices is necessary. Work is usually performed without assistance and with a review of results only. The employee may be required to check the work of other clerical staff, assist with routine details and advise other employees on how to handle work problems.

Representative Duties & Responsibilities

• Successfully and independently, fulfill advanced secretarial/clerical duties and limited management responsibilities.
• Train colleagues as needed for successful department operation.
• Prepare correspondence, articles, reports, manuals and other materials on general or technical subjects; draft routine acknowledgments in response to inquiries not requiring a supervisor’s attention.
• Review the need for purchases and/or other resources in order to prepare appropriate purchase orders; and monitor the quality of all supplies, services and equipment.
• Assist with development of departmental budget and tracking and reporting of expenses.
• Work cooperatively with employees/stakeholders of purchased goods and services to ensure decisions are sensitive to needs.
• Coordinate all accounting processes to ensure accurate financial processing; type correspondence, articles, reports, manuals and other materials on general or technical subjects; draft routine acknowledgments in response to inquiries not requiring a supervisor’s attention.
• Examine, check and verify complex statistical and other reports for completeness and accuracy of computation; determine conformity to established requirements, and personally follow up on the more complicated discrepancies.
• Answer telephone, screen callers and refer to appropriate person; greet visitors, ascertain nature of business and direct visitors to appropriate person.
• Able to work in a fast‑paced environment.
• Handle multiple tasks at any given time.
• Exercise a significant amount of authority to complete assigned duties with minimal review by the administrator.
• Arrange meetings, conferences and trips for administrators.
• Maintain data, records, statistics and other information, and prepare reports, as required.
• Assist in maintaining efficient office operations by providing clerical relief whenever and wherever needed.
• Interact effectively with the general public, staff, students, teachers, parents and administrators, using tact and good judgment.
• Operate standard office equipment such as word processor, copier, etc., as well as equipment developed from future technology, as required by the job.
• Duplicate, collate, and disseminate written materials to schools and appropriate personnel.
• Possess and maintain valid and appropriate license, certificate and/or credential as may be required for this position.
• Follow work scheduling and attendance requirements in a regular, predictable and punctual manner.
• Participate in required training programs to increase skills and proficiency related to the assignment.
• Review current documents, literature and technical source information related to job responsibilities.
• Ensure adherence to good safety procedures.
• Follow federal and state laws, as well as School Board policies.
• Perform other duties as assigned.

Fringe Benefits

FICA is paid by the employee and matched by the School District. Temporary workers do not qualify for employee benefits.

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