Administrative Secretary - Post Secondary Success

Alabama State Department of Education; Birmingham (AL); On-site; USD 43,000 - 58,000; Full time

Job summary

Birmingham Board of Education is seeking an Administrative Secretary to support the Instructional Superintendent. The role involves clerical duties, scheduling, and travel coordination to keep departments running smoothly.

Qualifications include a High School Diploma or equivalent and experience in general secretarial work; formal background and three references are required as part of the HireTrue process.

Qualifications

• Graduation from high school or equivalent with general secretarial experience.
• Such alternatives to the above qualifications as the Board may require.
• Resume and three references required as part of the HireTrue application.

Responsibilities

• Relieve the instructional supervisor of routine clerical tasks.
• Prepare correspondence, reports, and meeting minutes.
• Schedule meetings and maintain calendars for the supervisor.
• Handle travel arrangements and arrange accommodations as needed.
• Maintain confidential information and office files.
• Provide office support to ensure efficient district operations.

Skills

Communication skills

Organizational skills

Customer service

Education

High School Diploma or equivalent

Tools

Microsoft Office

Job description

Job Title:

Administrative Secretary

Reports To:

Instructional Superintendent

Work Days:

12 Months 240 Days

Salary:

Salary Schedule 35-08 $42,791-$57,805

Location:

Post Secondary Success

FLSA Status:

EXEMPT

NON EXEMPT X

Job Description:

The Instructional Superintendent’s Administrative Secretary assists and relieves the administrative staff of paper work and other assigned duties so that he/she may devote maximum attention to the responsibilities of their departments and their administrative duties.

The Instructional Superintendent’s Administrative Secretary provides office and clerical support to assist with the efficient operation of the school district.

Duties and Responsibilities:

• Performs a variety of office administrative tasks in relieving a supervisor of important details.
• Composes and prepares correspondence for signature; disseminates definitive information; prepares and types periodic and special reports.
• Serves as an intermediary between supervisor and other officials, students, parents, business or the general public, gather data, supplies information; explains policies and procedures; assists in solving complex problems at the procedural level.
• Maintains office files/records.
• Schedules meetings and conferences and completes details relating to meetings; attends meetings and take and transcribes minutes; prepares reports and summaries.
• Keeps appointments calendar; keeps supervisor informed of important administrative matters and sees that appointments are kept.
• Maintains customer confidence and protects operations by keeping information confidential
• Maintain technical knowledge by attending educational workshops, reading secretarial publications
• Book meeting rooms and conference facilities
• Organize travel and accommodations
• Must have the ability to make people feel at ease by being gracious and welcoming or able to smooth the ruffled composition of someone waiting on assistance

Qualifications:

Any combination of education and experience equivalent of graduation from high school and experience in general secretarial and clerical work.

Such alternatives to the above qualifications as the Board may require.

Application Requirements:

• Completed Application (HireTrue)
• Resume (uploaded to application)
• Three (3) returned References (HireTrue)

*PLEASE ENSURE ALL INFORMATION IS CURRENT WITHIN A 6 MONTH PERIOD*

Physical Requirements:

Physical strength, mobility, dexterity, stamina, and acuity are required to perform job responsibilities.

Revised:

June2025

Please Note:

All candidates must submit to a background check (https://www.cogentid.com/al/indes_adeNew.htm ).

The Birmingham Board of Education does not discriminate on the basis of age, race, color, sex, sexual orientation, religious preference, marital status, disability, national origin, or any other reason prohibited by state or federal law. Employees of the District are required to comply with the provisions of Title VII of the Civil Rights Act and Title IX of the 1972 Educational Amendments. Birmingham Board of Education is required by state law to verify the employment eligibility of newly hired employees by using the federal E-Verify program. New employees are required to provide a Social Security number, an unexpired identity document that contains a photograph, and other acceptable documents that establish employment eligibility. In addition to determining whether a new hire is authorized to work in the United States, E-Verify will confirm that the employee's name and Social Security number match.