Administrative Secretary II

Salary Category 1 per Salary Schedule Days 260 Reports to: Assistant Superintendent SCOPE OF RESPONSIBILITIES Perform advanced-level secretarial duties requiring independent judgment and analysis for Assistant Superintendent; plan, organize and coordinate office activities and communications to relieve the Assistant Superintendent of routine administrative and clerical details.
REPRESENTATIVE DUTIES / ESSENTIAL FUNCTIONS Perform a wide variety of specialized and responsible duties independently in support of functions delegated to an Assistant Superintendent or other high-level Cabinet administrator; interpret and apply rules and regulations as appropriate; perform duties to assist with administrative detail as appropriate Coordinate communication between the Assistant Superintendent and District administrators, personnel, students, educational institutions, vendors, other outside organizations and the public; obtain and provide information, coordinate activities and resolve problems Research, review, check, correct and compile a variety of information; verify data for accuracy, completeness and compliance with established procedures; input and retrieve computerized data in computer systems as required Prepare and maintain a variety of records, logs and files including information of a confidential nature; maintain confidentiality of information and records Schedule meetings, conferences and appointments for the Assistant Superintendent; maintain the supervisor’s calendar; arrange travel accommodations as necessary Compile information and data for a variety of reports; organize, type and print reports and other written materials related to assigned office functions.
Respond to requests for information from students, staff and the general public regarding District programs, policies, procedures and regulations Type a wide variety of materials such as correspondence, reports, contracts, forms, applications, memoranda and other documents Operate appropriate technology to maintain records and generate reports, lists and other materials; utilize word processing and other software as required Receive, process and route mail; order, issue and maintain department supplies, forms and equipment Train and provide work direction to departmental clerical support staff as assigned; monitor office workflow and assure compliance with established time lines, procedures and standards of quality Maintains regular and predictable attendance Adheres to the professional code of ethics Successfully utilizes technology as appropriate in job function Perform related duties as assigned KNOWLEDGE AND ABILITIES KNOWLEDGE OF: Modern office practices, procedures and equipment Record keeping and report writing techniques Correct English usage, grammar, spelling, punctuation and vocabulary District organization, operations, policies and objectives Oral and written communication skills Applicable sections of Kentucky Administrative Regulations and other applicable law Interpersonal skills using tact, patience and courtesy Telephone techniques and etiquette Operation of a computer terminal and a variety of other office equipment including typewriter,calculator, copiers and dictation equipment ABILITIES: Perform secretarial and administrative assistance duties Read, interpret, apply and explain rules, regulations, policies and procedures Type at an acceptable rate of speed Take and transcribe dictation at an acceptable rate of speed Work independently with little direction Establish and maintain effective working relationships with others Meet schedules and time lines Prepare reports by gathering and organizing data from a variety of sources Work confidentially with discretion Analyze situations accurately and adopt an effective course of action Communicate effectively both orally and in writing Work efficiently with many interruptions Operate a variety of office equipment including computer terminals, calculator, typewriter, copiers and dictation equipment Make arrangements for meetings and conferences Maintain a variety of files, records and logs Plan and organize work Provide work direction to others as assigned MINIMUM QUALIFICATIONS 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 48 college credit hours OR a passing score on the para-educator's test Two years of increasingly responsible secretarial and clerical experience