Administrative Secretary - Secondary Curriculum

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Our outstanding teachers, support staff members and leaders are top-notch educators whom others seek to emulate, and quite simply - we would like for you to consider joining us. General Description: This position provides secretarial support to math and science specialists. The individual performs a variety of complex work within the established procedures and standards. Work is under general supervision and requires coordination with others. Some specialized knowledge of the department is required. Contacts are made frequently within and outside the organization and may require dealing tactfully with individuals on sensitive issues. Professional judgment is required. Job Description: PLEASE CLICK HERE FOR FY27 RATES. Essential Job Functions: Screens visitors, receives all incoming telephone calls taking messages as required, and processes all incoming mail Maintains good rapport with the public, schools and other departments; Provides routine information to the public and staff regarding matters related to the operation of the department Prepares reports and furnishes information requested from within and outside the division, as appropriate Responds to inquiries from within and outside the school system regarding matters, which in the employee's judgment, do not require the supervisor's attention Maintains all financial records; Prepares purchase requisitions and contacts vendors for pricing, anticipated delivery, and terms; Processes all invoices for payment, ensuring proper coding and approval signatures Maintains an organized system for paperwork Makes all travel arrangements for department staff as well as teachers, to include hotel accommodations, registration, and means of travel Works closely with others both within and outside the organization and may require handling of sensitive information dealing tactfully with the public Demonstrates consistent organization of physical and digital materials, including files, tools, and supplies Maintains a clean, orderly, and efficient workspace to ensure productivity and minimize errors Responds promptly to emails, calls, and messages to support smooth workflow and team collaboration Provides clear, concise, and accurate updates to supervisors, colleagues, and clients within agreed-upon timelines Escalates issues proactively and communicates delays or challenges in a timely manner to avoid disruptions Sets up and prepares for workshops and other training conducted by office staff, which includes the registration process, obtaining proper materials, locating equipment, and securing appropriate space Maintains itineraries and schedules appointments for curriculum specialists Sets up temporary work assignments (TWAs) for tutoring and curriculum development, as needed by curriculum specialists Maintains spreadsheets to monitor spending and track TWA hours Performs other related duties as assigned Budgetary Responsibility: This position is responsible for maintaining all financial records for the specified department. Report Preparation: This position is responsible for preparing data reports as requested, using both the Microsoft and Google suites of software, as well as the division financial system. Equipment Operation: Computer, copier, fax machine, scanner, calculator, and other general office equipment Contacts: This position has frequent contact with the Chief Academic Officer, Principals and Assistant Principals, Directors, teachers, external vendors, other department personnel, County Government personnel, and parents. Work Direction/Supervision: This position does not supervise or provide work direction to others. Decision Making: This position requires independent decision making under specified policies and procedures. Consultation with the specialists and supervisor is needed for non-routine matters. Formal Policy-Setting Responsibilities : This position has no formal policy-setting responsibilities. Physical Demands: The physical demands described here represent 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 regularly required to reach with hands and arms; handle paper files, records, computer and equipment controls; and to talk and hear. The employee is occasionally required to stand, walk, stoop, lift and move boxes when deliveries are made, or kneel. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. Work Environment: While performing the duties of this job, the employee regularly works in an office environment. The noise level in the work environment is typically quiet to moderate. Knowledge/Skills/Abilities: Working knowledge of office practices and procedures and automated office systems; the school or department's programs; prop

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