Administrative Secretary Class Code: Job at FLEMING COUNTY SCHOOLS in Flemingsbu

Fleming County Schools

Job Description

Updated February 2024

Class Code: 7772

JOB DESCRIPTION

Position Title: Administrative Secretary

Responsible To: Superintendent (or designee)

Basic Function:Perform a wide variety of specialized and responsible secretarial

and administrative support duties for Superintendent, Assistant

Superintendent, Director or other high-level administrator.

Organize and coordinate office activities and communications to

assist the administrator with assigned areas of responsibility.

Performance Responsibilities:

1. Perform a wide variety of specialized duties responsibly and independently in support of functions of Superintendent, Assistant Superintendent, Director or other high-level administrator.
2. Interpret and apply rules and regulations as appropriate; perform duties to assist the administrator with administrative detail as appropriate.
3. Coordinate communication between the administrator and district personnel, students, educational institutions, vendors, other outside organizations and the public; obtain and provide information, coordinate activities and resolve problems.
4. Research, review, revise, 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.
5. Prepare and maintain a variety of records, logs, and files including information of a confidential nature; maintain confidentiality of information and records.
6. Schedule meetings, conferences, and appointments for assigned administrator; maintain administrator's calendar, if requested; arrange travel and accommodations as necessary.
7. Compile information and data for a variety of reports; organize, type, and print reports and other written materials related to assigned office functions.
8. Coordinate and compile board agenda materials, as assigned.
9. Respond to requests for information from students, parents, staff and the general public regarding district programs, policies, procedures and regulations.
10. Type a wide variety of materials such as correspondence, reports, contracts, forms, applications, memoranda, and other documents.
11. Take and transcribe dictation/notes of minutes, letters and memoranda, including materials of a confidential nature as required by the position; prepare correspondence and memoranda independently or from oral instructions.
12. Use a computer/software to maintain records and generate reports, lists and other materials; utilize word processing and other software as required.
13. Receive, process and route mail; order, issue, and maintain department supplies, forms and equipment.
14. Train and provide work direction to departmental clerical support staff, as assigned; monitor office workflow and assure compliance with established timelines, procedures and standards of quality.
15. Perform other related duties as assigned by supervisor or superintendent.

Knowledge of:

Correct English usage, grammar, spelling, punctuation and vocabulary

District organization, operations, policies, procedures, and objectives

Oral and written communication skills

Applicable sections of Kentucky Administrative Regulations and other applicable laws

Interpersonal skills using tact, patience and courtesy

Telephone techniques and etiquette.

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 and four years of responsible secretarial experience involving the use of word processing and record-keeping software.

Terms of Employment:

Salary and work year to be established by the Board of Education

Evaluation:

Employee performance will be evaluated in accordance with provisions of board policy for classified personnel.