Secretary IV - External Unassembled

Duval Schools; Jacksonville, Northern (FL, KY); Hybrid; USD 38,000 - 52,000; Full time

Job summary

Duval County Public Schools seeks a skilled secretary to support the PROF STANDARDS ADA & TITLE IX office. Under general direction, you will relieve the supervisor of administrative details and handle confidential documents, dictation, and complex paperwork.

Responsibilities include managing calendars, coordinating travel, preparing reports, editing documents, and supervising junior staff as needed. Strong Business English, typing 30 wpm, and the ability to work independently are required.

Qualifications

• Four years of responsible secretarial experience with administrative functions.
• Typing at 30 words per minute; dictation at 80 words per minute may be required.
• Ability to read and write English; knowledge of Business English.

Responsibilities

• Recommends, coordinates, and implements administrative practices and procedures to facilitate work processes and accomplish unit activities.
• Performs in-depth research on special topics and prepares reports.
• Composes replies to inquiries for the supervisor's signature and drafts non-technical correspondence.
• Types correspondence, articles, reports, manuals and other materials; proofreads for accuracy.
• Attends meetings to provide information, facilitate processes, resolve problems, or represent supervisor.
• Maintains administrative filing systems and prepares documents for disposition.
• Edits and proofs documents generated by the office.
• Maintains administrator's calendar and coordinates travel and meetings.
• Handles confidential records and budgets; operates office equipment.
• Supervises subordinate staff; may transcribe minutes or official documents.

Skills

Administrative practices

Business English

Communication skills

Dictation handling

Independent judgment

Education

Two year degree in Secretarial Science

Tools

Personal computer

Dictaphone

Typewriter

Copier

Calculator

Telephone

Job description

Department: PROF STANDARDS ADA & TITLE IX

Posting Start Date: 9/22/26

Posting End Date: 9/30/26

Job Summary

Under general direction, performs a variety of highly responsible secretarial work by relieving the supervisor of administrative details and complex paper work procedures for an administrative office within the Duval County School Board. An employee performs routine administrative tasks, requiring independent judgement and an extensive working knowledge of the organization and program under the supervisor’s jurisdiction. May be required to take and transcribe dictation. Work requires knowledge of Business English and office practices and procedures, and involves the operation of standard office equipment such as personal computer, dictaphone, typewriter, copier, telephone and calculator. Work is performed under administrative supervision and only assigned projects which are highly technical or confidential are given close attention by the supervisor. A high level of judgement is required in interpreting and applying policy and precedents to unusual situations and in handling problems of work organizations and procedures. May supervise subordinate employees. Work is outlined in general terms and incumbents must have the ability to initiate and complete difficult tasks independently. This class lies above that of Secretary III.

Essential Functions (not intended to be all inclusive)

Percent of Job

• Recommends, coordinates, and implements administrative practices and procedures to facilitate work processes and accomplish unit activities.

• Performs in-depth research on special topics, projects, problems and prepares and presents written or oral report on findings.
• Composes replies to inquiries for the supervisor's signature; independently drafts and signs correspondence of a non-technical nature for the supervisor.

• Types correspondence, articles, reports, manuals, and other materials on general or technical subjects; proofreads for accuracy and completeness.

• Attends meetings to provide or clarify information, facilitate processes, resolve problems, or to represent supervisor in important administrative matters.
• Interprets rules, regulations, and policies for the purpose of answering inquiries, resolving complaints, or to resolve work related problems

• Establishes, maintains and updates administrative filing systems

• Prepares, assembles and processes documents and related materials for appropriate disposition; monitors submission deadlines and time frames.

• Edits and proofreads correspondence and other documents generated by the office

• Maintains administrator's calendar by scheduling appointments and conferences with or without prior clearance and keeping administrator apprised of scheduled appointments and meetings
• Makes travel arrangements, and coordinates logistical details for meetings.
• Has frequent access to highly confidential records and information pertaining to the work of the department or agency.
• Prepares budgets, monitors expenditures and purchases materials.
• Operates personal computer, dictaphone, typewriter, copier, calculator, telephone and other standard office equipment.
• Schedules, assigns, monitors and reviews the work of others.
• Greets the public, answers the phone and answers questions requiring interpretation of organization practices and procedures
• May take and transcribe dictation of official minutes, correspondence, legal documents and reports.
• Performs related work as required

Qualifications

Open Requirements: Ability to read and write English. Must have at least four years of responsible secretarial experience including performance of administrative functions. (A two year degree in Secretarial Science may be substituted for one year of experience.) Must be able to type at the rate of 30 words per minute. Depending upon assignment, may be required to take dictation at 80 words per minute.

Promotional Requirements: All permanent employees of the unit in which the vacancy exists who have served for one year in the class of Secretary III, School Clerk III, or a comparable class may apply. Must be able to type at a rate of 30 words per minute. Depending upon assignment, may be required to take dictation at 80 words per minute.

Licensing/Certification/Registration: None.

Knowledge, Skills, and Abilities (KSAs)

• Knowledge of the procedures, functions and specialized terminology of department or agency to which assigned.
• Knowledge of administrative practices, methods and procedures relating to administrative support areas.
• Knowledge of Business English and arithmetic.
• Skill in composing routine correspondence.
• Skill in operating standard office equipment such as personal computer, dictaphone, typewriter, copier, calculator and telephone.
• Skill in performing research, compiling data and preparing reports.
• Ability to recommend, coordinate and implement administrative practices and procedures to facilitate work processes and accomplish unit activities.
• Ability to interpret rules, regulations and policies.
• Ability to communicate effectively.
• Ability to establish, maintain and update filing systems.
• Ability to schedule, assign, monitor and review the work of others.
• Ability to prepare budgets, monitor expenditures and purchase materials.
• Ability to handle confidential information with discretion.
• Depending upon assignment, ability to take dictation at 80 wpm.

Become one of Duval County Public Schoolsdedicated professionals who make a difference in the lives of children every day. Whether it’s as a teacher, bookkeeper, counselor, maintenance worker, or one of dozens of other roles, Team Duval employees work together to ensure children achieve academic excellence and are prepared to succeed in life, college, and their careers.