STAFF SUPPORT SECRETARY

 

BASIC FUNCTION: 

 

      Perform a variety of responsible secretarial and clerical duties to assist a designated supervisor, including a Principal, Principal's secretary, Guidance Counselor or program supervisor; relieve supervisor of routine administrative details and general secretarial and clerical tasks.

 

REPRESENTATIVE DUTIES:

 

• Perform a variety of secretarial and clerical duties to assist a designated supervisor with routine administrative details and general clerical tasks; type, file and transcribe or compose letters, memoranda, documents, correspondence and bulletins as directed.


• Assist with office activities and communications related to assigned school or program activities; assure the compliance with District policies and time lines; take and relay messages and information.


• Type and prepare a variety of reports; maintain a variety of program, District, State records as required; requisition supplies, forms and maintenance work as needed, following established procedures.


• Prepare and maintain financial records and budgets; process or prepare budgetary documents, requisitions and other financial or purchasing documents.


• Greet visitors and answer phone calls; answer questions, provide information or direct individual to appropriate department or District employee; open, sort and distribute mail and other written communications.


• Schedule appointments and meetings with students, parents, teachers, vendors and the general public.


• Assist students with registration, orientation and student records; request records for new students and distribute records of withdrawn students to appropriate school.


• Perform research, compute and compile information and prepare statistical reports.


• Prepare and maintain records, reports, files and lists related to students, personnel, budgets, student records and attendance as required.


• Type from rough drafts or verbal instructions a variety of materials such as master schedules, letters, memorandums, requisitions, lists, bulletins, reports and statistical data; proofread and edit materials.


• Coordinate schedules and meetings; serve as receptionist and a contact and reference source for staff, students, parents and the public.


• Provide information over the phone or in personal contacts with parents, students or school personnel as appropriate; route calls to appropriate personnel as necessary.


• Operate a variety of office machines, including a microcomputer or computer terminal, typewriter, copiers and calculator.


• Perform related duties as assigned.

 

KNOWLEDGE AND ABILITIES:

 

      KNOWLEDGE OF:

• Modern office practices, procedures and equipment.


• Receptionist and telephone techniques and etiquette.


• Research techniques, practices and procedures.


• Financial and statistical record-keeping techniques.


• Correct English usage, grammar, spelling, punctuation and vocabulary.


• Oral and written communication skills.


• Applicable sections of Kentucky Administrative Regulations and other applicable laws.


• Interpersonal skills using tact, patience and courtesy.


• Operation of office machines including computer equipment.

 

      ABILITY TO:

• Perform a variety of secretarial and clerical duties to assist a Principal's secretary or Guidance Counselors with routine administrative details and general clerical tasks.


• Learn, interpret, apply and explain school and District policies, rules and objectives of assigned school or program.


• Understand and interpret rules and written directions and apply to specific situations.


• Compose correspondence independently.


• Perform duties effectively with many demands on time and constant interruptions.


• Type at an acceptable rate of speed.


• Establish and maintain effective working relationships with others.


• Meet schedules and time lines.


• Maintain records and prepare reports, including financial records.


• Work confidentially with discretion.


• Communicate effectively both orally and in writing.


• Understand and follow oral and written directions.


• Work independently with little direction.

 

EDUCATION AND EXPERIENCE:

 

      Any combination equivalent to:  high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and two years of increasingly responsible and varied secretarial and clerical experience.