Special Education | 8hr Special Assignment Secretary | School Year

Fort Wayne Community Schools; Fort Wayne (IN); On-site; USD 36,000 - 48,000; Full time

Job summary

Fort Wayne Community Schools is seeking a skilled administrative professional to provide complex secretarial support to the administrator, organize office activities, and coordinate communications and information flow.

The position requires a high school diploma with college coursework in business secretarial science or related field and four years of progressively responsible secretarial or administrative experience; strong office computer skills and excellent oral and written communication are

Qualifications

• Combination equivalent to graduation from high school supplemented by college-level coursework in business secretarial science or related field and four years of increasingly responsible secretarial or administrative assistant experience.
• Strong office computer, public relations, and oral and written communication skills.
• Incumbents must possess knowledge of terminology, practices, and procedures of the assigned office.

Responsibilities

• Provide complex and confidential secretarial and administrative support services to a manager, director, or high school principal; assure smooth and efficient office operations; assist with coordinating and assure proper and timely completion of office projects and activities; plan, coordinate and organize office activities and coordinate flow of communications and information.
• Serve as the primary secretary to the administrator; provide public relations and liaison services; initiate, screen and receive telephone calls; take, retrieve and relay messages as needed; schedule and arrange projects, appointments, conferences, meetings and other events; respond to requests, complaints and questions from staff and the public.
• Receive visitors including administrators, staff, students and the public; provide assistance or direct to appropriate staff; exercise independent judgment in resolving a variety of issues and problems; communicate administrator’s instructions to students, parents and staff; refer difficult issues to the administrator.
• Compose independently or from oral instructions note or rough draft a variety of complex correspondence; receive, sort and route incoming mail as needed.
• Research, compile and verify data using assigned computer system; prepare and evaluate a variety of forms, applications and documents; duplicate, assemble, distribute and verify documents.

Skills

Oral communication

Written communication

Public relations

Office software

Education

High school diploma with college coursework in business secretarial science or related field

Job description

Basic Function

Perform a variety of complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail; plan coordinate and organize office activities and coordinate flow of communications correspondence and information for the administrator.

Basic Function

Perform a variety of complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail; plan coordinate and organize office activities and coordinate flow of communications correspondence and information for the administrator.

Qualifications

Any combination equivalent to: graduation from high school supplemented by college-level coursework in business secretarial science or a related field and four years of increasingly responsible secretarial or administrative assistant experience. Must have strong office computer public relations and oral and written communication skills. Incumbents must possess knowledge of the terminology practices and procedures of assigned office.

Essential Functions

• Provide complex and confidential secretarial and administrative support services to a manager director or high school principal; assure smooth and efficient office operations; assist with coordinating and assure proper and timely completion of office projects and activities; plan coordinate and organize office activities and coordinate flow of communications and information.
• Serve as the primary secretary to the administrator; provide public relations and liaison services; initiate screen and receive telephone calls; take retrieve and relay messages as needed; schedule and arrange projects appointments conferences meetings and other events; respond to requests complaints and questions from staff and the public.
• Receive visitors including administrators staff students and the public; provide assistance or direct to appropriate staff; exercise independent judgment in resolving a variety of issues and problems; communicate administrator’s instructions to students parents and staff; refer difficult issues to the administrator.
• Compose independently or from oral instructions note or rough draft a variety of complex correspondence such as inter-office communications forms letters memoranda announcements bulletins agenda items lists schedules fliers notices requests agreements contracts and other materials; receive sort and route incoming mail as needed.
• Research compile and verify a variety of data and information using assigned computer system; compute statistical information for various reports; prepare process and evaluate a variety of forms applications and documents; duplicate assemble distribute collect verify and assure accuracy and completeness of various documents.
• Prepare and maintain a variety of records logs and reports related to programs projects services financial activity budgets personnel students communications and assigned duties; establish and maintain filing systems; review revise edit format and proofread a variety of documents and information.
• Perform a variety of clerical accounting duties in support of assigned functions as required; prepare verify and process payroll materials and information as assigned; calculate prepare and revise accounting and budget data; balance monitor and update accounts budgets and accounting records with income and expenditures.
• Maintain appointment project and activity schedules and calendars; coordinate travel arrangements and reservations as necessary; process claims and reimbursements as required; reserve facilities and equipment for meetings and other events as needed.
• Coordinate and attend a variety of meetings as assigned; compile and prepare agenda items and other required information and materials for meetings and other events; take transcribe and distribute minutes as directed.
• As assigned monitor inventory levels of office and designated supplies and equipment; order receive and maintain appropriate levels of inventory; prepare and process purchase orders invoices and requisitions and arrange for payments as required.
• Perform related duties as assigned by the Administrator to meet the particular needs of the building/unit.

Probationary Period

• New employees must successfully complete their probationary period to be eligible to apply for posted positions.
• Employees must remain in their current position a minimum of sixty (60) calendar days to be eligible to apply for any non-lateral posted position.
• Current non-probationary employees may only apply for lateral positions at the end of each school year.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to speak and hear. The employee is required to have dexterity of hands and fingers. The employee is required to sit or stand for extended periods of time. They may be occasionally required to bend at the waist kneel or crouch. Specific vision abilities required by this job include close vision and ability to adjust focus. While performing the duties of this job the incumbent is seated or walking at will and has limited physical labor.