ADMINISTRATIVE SECRETARY

Orange County Public Schools; Orlando (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

Orange County Public Schools is seeking an experienced administrative specialist to provide secretarial support to a department director level. Responsibilities include scheduling, document preparation, and coordinating meetings and travel.

The role requires up to five years of office experience, strong communication, and proficiency with PowerPoint and office software. Ability to handle payroll-related tasks and maintain filing systems is essential.

Qualifications

• Requires high school diploma or GED.
• Up to five years of progressively responsible office experience.
• Experience coordinating schedules, meetings, and travel.
• Proficiency with basic office software and PowerPoint.
• Ability to prepare and process payroll-related transactions.

Responsibilities

• Responds to internal and external customers in a timely, courteous manner.
• Creates letters, memos, reports, meeting agendas, minutes, spreadsheets and presentations.
• Coordinates meetings, rooms, and equipment; supports other clerical staff as needed.
• Maintains filing systems and distributes departmental information.
• Coordinates travel and processes related expense reports.

Skills

Scheduling

Meeting coordination

Document creation

PowerPoint

Payroll processing

Education

High school diploma or GED

Job description

Salary Schedule

Under general direction, the purpose of this position is to perform district-based duties associated with providing administrative and secretarial support to a departmental director level or above; may include coordinating the activities of other clerical support positions in the department. Employees in this classification function at a complex clerical capacity and coordinate schedules and meetings, create complex documents and reports, maintain filing systems, as well as provide general office support. Employees also assist with the resolution of emergency situations. Performs related work as directed.

Examples Of Essential Functions

• Responds to internal and external customers in a timely, accurate, courteous and empathetic manner representing OCPS in a positive light.
• Performs administrative and secretarial assignments with minimal direction for departmental director level administrators. May include support for others in department as well.
• Creates finished documents from notes or outlines including letters, memos, project summaries, meeting agendas, meeting minutes, spreadsheets, and presentations.
• Coordinates and schedules meetings, meeting rooms, and required equipment for internal meetings and those with other departments, vendors, or the business community.
• Coordinates the activities of other clerical staff in the department for telephone coverage, vacation coverage, daily break and lunch coverage, and distribution of clerical workload; may conduct meetings with other departmental clerical staff to enhance communication and discuss and clarify administrative and secretarial issues, as needed.
• Creates and maintains filing systems and files for the department including vendors, departmental personnel, contracts, projects, state and federal correspondence, budget and audit, general files, and information files.
• Processes departmental information; sorts, dates, highlights, and distributes to other areas of the department, as needed.
• Handles emergency situations and notifies appropriate personnel for resolution.
• Prepares PowerPoint computer presentations for outlines or notes.
• Answers incoming telephone calls for the main department number, as needed; answers questions, resolves issues, take messages or forwards calls to the appropriate person or department.
• Prepares and processes leave requests and certificates of absence for department administrators.
• Coordinates travel arrangements for department administrators; prepares and processes expense reports for departmental travel.
• Maintains an adequate supply of materials and supplies for the department.
• Prepares and processes payroll transactions and computer personnel transactions.
• Maintains electronic calendar, task list, and contact list for department using computer software.
• Responsible for keeping up to date on current technology, as job appropriate, being used by OCPS. With the support of the district, attends training to ensure skill level in various technologies is at the level required to perform in current position.
• Responsible for timely and accurate information they maintain as part of their job responsibilities.
• Performs related duties as directed.

Marginal Functions

• Filing.

Minimum Training And Experience

High school diploma or GED; supplemented by up to five (5) years of previous experience in more progressively responsible assignments training in an office environment, or any equivalent combination of related education, training and experience which provides the required knowledge, skills and abilities to perform the essential job functions.

PERFORMANCE APTITUDES

• Data Utilization Requires the ability to calculate, compute, summate, and/or tabulate data and/or information. Includes performing subsequent actions in relation to these computational operations.
• Human Interaction Requires the ability to apply principles of persuasion and/or influence.
• Equipment, Machinery, Tools, and Materials Utilization Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Verbal Aptitude Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Mathematical Aptitude Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may require ability to utilize principles of fractions and/or interpret graphs.
• Functional Reasoning Requires ability to carry out instructions furnished in written, oral, or diagrammatic form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.
• Situational Reasoning Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE

• Physical Ability Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
• Sensory Requirements Some tasks require visual perception and discrimination. Some tasks require oral communications ability.
• Environmental Factors Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.

The Orange County School District will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation.