Houston County School District

Houston County Board of Education

Job Description

Classified Positions

Job Title: Secretary Job Code: 305, 487 or 420

Department/Location: Varies FLSA Status: Non-Exempt

Reports to: Assigned Supervisor Date: October 11, 2005

Summary and relationship to the curriculum: All classified positions will strengthen the delivery of instruction to support the system’s mission. This position provides administrative secretarial support.

Essential Duties and Responsibilities:

1. Interacts effectively with the general public, staff members, students, teachers, parents, and administrators, using tact and good judgment.
2. Performs a variety of duties to support supervisory and administrative personnel in accomplishing daily activities.
3. Composes, creates, edits or transcribes correspondence, e-mails, newsletters, memorandums, and other materials.
4. Maintains files, accurate records, and other important information associated with the position.
5. Answers telephones, responds to inquiries, takes messages, or transfers calls appropriately. Greets visitors, ascertains nature of business and directs visitors appropriately.
6. Assists in maintaining efficient office operations by providing secretarial relief whenever and wherever needed.
7. Operates various equipment associated with the department, such as computer, fax machine, copier, as well as equipment developed or advanced from future technology as required by the job.
8. Prepares reports and manages specific programs associated with the position as required.
9. Maintains department schedule by maintaining calendars for department personnel; arranges meetings, conferences, and trips for administrators and staff.
10. Prepares documents and packages for mailing, receives, stamps, and distributes mail to appropriate personnel.
11. Prepares purchase orders for materials, resources, and office supplies; monitors expenses.
12. Performs other duties as assigned the department head or appropriate supervisor.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

a) Education and/or Experience: High school diploma or general education degree (GED) required, associate degree or technical school training preferred.

b) Certificate or License Required: N/A

c) Language Skills: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small-group situations.

d) Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to create graphs.

e) Reasoning Ability: Ability to apply commonsense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

f) Technical Ability: Must have considerable knowledge of Microsoft Office Products

g) Customer Service Skills: Must be capable of interacting effectively with administrators, teachers, staff members, students, parents, and the general public using tactful and helpful customer service.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to walk, stand, and lift. Occasionally, the employee must crouch or kneel. The employee must be able to exert or lift up to 25 pounds.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is usually moderate.

Professional Requirements: Must serve as a role model to students. Desirable personal characteristics are required. Appropriate dress and grooming consistent with established standards required. Must be at work on time, adhere to attendance standards and conduct activities safely.

Confidential Data Exposure: The nature of this position entails exposure to confidential data. Confidentiality must be held regarding financial and personal information.

Approved by: Board of Education_ Date: October 11, 2005

Revision Date: 10-11-05; 10/14/14