City of Wilson is hiring: Administrative Secretary General Support Services - Fa

Overview

Administrative Secretary General Support Services - Facilities

FTE: 1.0 | Hours per day: 8.0 | Salary Level: OP7A, $33.99/hr - $44.079/hr | Work Group/Days per year: Classified, 260 work days, 12 month

Expected Start Date: As soon as possible

Benefits: This job has the full range of benefits offered by Tacoma Public Schools.

Responsibilities

• Provides administrative secretarial support to facilitate the operation of General Support Services; schedules, coordinates and prioritizes meetings and activities for the Chief Operating Officer and/or assigned Administrator; maintains travel and conference arrangements; sets up public meetings; coordinates the organization and maintenance of department files and records; ensures accessibility of information from the files; establishes and maintains confidential department files, records and logs; prepares board agenda items; keeps log of board items for the purpose of providing administrative secretarial services.
• Works closely with other department staff to meet scheduled timelines; keeps staff and other interested parties informed; attends District committee meetings; communicates issues and agendas from other departments to General Support Services; prepares reports and summaries for District management; follows up on GSS work requests at various District sites; maintains and updates fixed assets inventory list to coordinate the Department office.
• Responds to inquiries from the public and staff about General Support Services; communicates sensitive situations to the COO and/or assigned Administrator; attends meetings with the COO; takes notes and records directives for execution at COO level Director meetings.
• Performs billing activities; reviews expenditures, processes payroll and maintains attendance records; maintains inventory records; processes requisitions and travel/claims; reconciles petty cash; orders general supplies; tracks procurement card usage; may perform other bookkeeping duties for the Department office.
• Compiles data, prepares reports and documents for budget processes; monitors the budget for office materials, equipment and contractual services; prepares department budget reports and forms to ensure funding and compliance with regulations.
• Researches and summarizes data for projects; assists in creating and maintaining spreadsheets; conducts statistical analysis of GSS issues; may back up other Administrative positions in GSS.

Other Duties

• Maintains knowledge and skills through professional development; may provide lead direction to other clerical staff.
• Performs related duties as assigned, on a temporary basis.
• Regular, reliable, predictable attendance is essential.

Conditions

Frequent interruptions; may attend meetings at District sites, including occasional evening meetings; may require lifting up to 20 pounds; may be required to bend, stoop, kneel, crouch, or be mobile.

Minimum Qualifications

Education and Experience
High school graduation or equivalent and three years secretarial training in business and/or bookkeeping, budget tracking and computer training experience; four years of increasingly responsible secretarial or office coordinator experience in a maintenance and operations environment preferred; or any combination providing the required knowledge, skills, and ability.

Licenses/Special Requirements
Fingerprints and successful WSP and FBI background clearance/sexual misconduct clearance.

Substitution
Equivalent combination of training and experience evaluated by Human Resources. At least one year of additional related experience can substitute for up to one year of the training requirement.

Knowledge, Skills, Abilities
General office and secretarial procedures; grammar, spelling and English usage; general bookkeeping, budgeting and timekeeping; maintenance and operations language; database design and maintenance; word processing and spreadsheet software; composing and proofreading; graphics software; information exchange; leading others; customer service; sensitive correspondence for high-level District administrators; self-direction; independent judgment; accuracy in arithmetic; detail orientation; organization and prioritization; confidentiality; ability to work without direct supervision; ability to establish effective relationships in a diverse setting; teamwork.

Note
This job description is not an employment agreement or contract. District administration reserves the right to alter this job description at any time without notice.

Discrimination and Contacts

Nondiscrimination Statement: Tacoma Public Schools does not discriminate in any programs or activities on the basis of sex, race, ethnicity, creed, religion, color, national origin, immigration or citizenship status, age, veteran or military status, sexual orientation, gender expression, gender identity, disability, or any other protected status, and provides equal access to designated groups. Civil rights and Title IX coordinators contact details are provided in the policy.

City of Wilson (Context): Referrals and notices related to other opportunities may appear in this posting.