26/27 Secretary to the Director of Fine Arts

Secretary To The Director Of Fine Arts

Reports To: Director Of Fine Arts
Dept./School: Fine Arts Department
Contract: 223 Days
Pay Grade: 105
Primary Purpose: Under moderate supervision, organize and manage the routine work activities of the Fine Arts Department office and provide clerical support to the Director of Fine Arts and other department staff members. Coordinate communications, schedules, records, and departmental activities to support the district's fine arts programs and events.
Qualifications:
Education/Certification: High school diploma or GED
Special Knowledge/Skills: Proficient skills in keyboarding, data entry, word processing, and file maintenance Ability to use software to develop spreadsheets, databases, and word processing documents Ability to prioritize workflow to address multiple needs of the supervisor and department Ability to multitask numerous complex administrative activities Basic math skills Effective communication and interpersonal skills Proficient in Google applications Ability to maintain confidentiality Knowledge of general office procedures and practices
Major Responsibilities and Duties:
Records, Reports, and Correspondence Prepare correspondence, forms, schedules, reports, and other documents for the Director of Fine Arts and department staff. Maintain records related to fine arts programs, events, competitions, travel, and student participation. Compile, maintain, and file all reports, records, and other required documents. Assist with maintaining departmental calendars, event schedules, and campus communications. Coordinate and distribute information regarding fine arts events, performances, contests, and meetings.
Department Support Assist with organizing district fine arts events, performances, exhibitions, and competitions. Coordinate meeting arrangements for department activities, including preparing materials, scheduling facilities, and arranging equipment. Assist with travel arrangements and required documentation for fine arts trips and competitions. Maintain inventory records and assist with purchase orders and departmental budget documentation as assigned. Receive, sort, and distribute mail and other documents to department staff.
Accounting Perform routine bookkeeping tasks for the department as assigned. Assist with monitoring department budgets, invoices, and purchase requests. Process and maintain records related to departmental expenditures and reimbursements.
Other Answer and respond to incoming calls, take reliable messages, and route to appropriate staff. Greet visitors, students, parents, and staff and provide assistance as needed. Maintain appointment schedules and assist with scheduling meetings and events. Maintain confidentiality of information. Follow district safety protocols and emergency procedures. Provide general clerical support for the Fine Arts Department.