Executive Secretary I. Creation Date April 2000

Transcription

1 JOB DESCRIPTION Job Title Executive Secretary I Pay Grade 57 Department Name Superior's Title Curriculum, Special Services, Student Services, Title I, Vocational, or School Supervisor or Principal Creation Date April 2000 Revision Date(s) People Supervised People Supervised N/A Payroll $ Funding Approval Authority $ Job Function: Provides a variety of clerical duties to support departmental supervisors or school principals Job Summary: Performs work, including but not limited to performing clerical duties; generating and maintaining payroll data; assisting with financial operations; and supporting procurement actions. Work Tasks/Responsibilities: Performs secretarial duties in a school or department. Arranges travel accommodations and appointments; collects

2 and compiles data; conducts equipment inventories; files correspondence, records, and reports; greets and directs visitors; installs computer application programs; performs minor office equipment maintenance; prepares correspondence, forms, records, and reports; and processes incoming mail and telephone calls. Generates and maintains payroll data for a school or department. Prepares employee time sheets and payrolls and updates and maintains employee leave data. Assists school or department with financial operations. Performs the following services when assigned to an elementary school: apprises the school principal of the school's financial status; handles account receivables and account payables; pays bills; makes bank deposits; receipts all money received; prepares financial reports and quality tax forms. When assigned to a department, keeps records of financial expenses; codes financial expenses; submits reimbursement reports for expenditures; processes reimbursements for staff travel and participates with project budget preparation. Supports schools and departments procurement actions. Orders and maintains office materials and supplies for individual units; assists schools and departments in procuring materials and supplies; determines items to be procured; prepares and processes purchase orders; submits purchase orders to vendors; monitors delivery schedules; receives and inputs delivered materials and supplies; oversees delivery of accepted materials and supplies to requestors. Job Specifications: Knowledge: Knowledge of office procedures and the operation of office equipment and machines Knowledge of bookkeeping and accounting practices

3 Knowledge of county and school policies and procedures Knowledge of preparing and setting up workshops Skills: Coordinating skills to schedule appointments, meetings, workshops, field trips, special classes, etc. Recordkeeping skills to organize and maintain student records, payroll records, purchasing/receiving materials, and basic office files Administrative skills to monitor financial transactions and to explain school policies Communication skills to communicate with school staff, administrators and the general public Computer skills to install computer hardware/software and to troubleshoot minor problems Manual skills for cleaning/minor repair of office equipment Planning skills for allocating funds to accounts and budgeting supplies Mathematical skills to balance bank statements, make deposits, develop purchase orders, and to determine end-ofyear budget balance Software/word processing skills to develop memos, letters, forms, student data records, and bookkeeping records Equipment: Equipment used includes computer, copier, fax machine, and other standard office equipment

4 Safety of Others: Little responsibility for the safety of others Work Direction: Works under limited supervision Work involves the execution of specific rules, regulations or procedures Decision Making: Incumbent uses judgment in selecting the most appropriate procedures Problem Solving: Problems solved included balancing financial statements, directing phone calls to the right person, meeting project deadlines, and paperwork management; complex problems are referred to the supervisor Communication: (within and outside of the organization) Contacts are made with employees in the organization and with parents and the general public to obtain or relay factual information Working Conditions: Work is performed in an office environment Regular data entry function could cause carpal tunnel syndrome and/or eye strain; ordinary care and precaution are required.

5 Physical: Work is essentially sedentary Experience: (number of years required) Two years previous experience with computer operations and bookkeeping/ accounting experience Education Required: (degree required - high school through graduate degree) High school diploma Special Requirements: None