POSITION:  Operational Department Secretary

LOCATION:  Instructional Technology Center

HOURS:  8 Hours Per Day (7:00am - 3:30pm)

DAYS:  Appproximately 260 Days Per Year (July - June)

SALARY:  Range 8 ($20.99 - $22.58 Per Hour for 2023-2024; 2024-2025 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:

• 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.

OTHER JOB FUNCTIONS:

• 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.

REQUIREMENTS – QUALIFICATIONS:

• 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:

Skills to operate standard office equipment including use of basic computer applications, use English in both written and verbal form, use correct spelling, grammar and punctuation.  Effective communication skills with others and ability to work independently.

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.