Transportation Department Secretary

St. Martin Parish School District; Breaux Bridge (LA); Presencial; USD 28.000 - 42.000; Jornada completa

Descripción de la vacante

St. Martin Parish School District is seeking a Department Secretary to provide administrative and secretarial support to the Transportation Department, under the supervision of the Department Manager and Supervisor.

The role includes preparing documents, coordinating calendars, scheduling meetings, maintaining records, handling confidential information, and serving as a liaison with staff and external organizations to ensure compliance with policies.

Formación

• Graduation from high school is required.
• College level coursework in business, word processing, and office procedures preferred.
• Associates or Bachelor's degree preferred.
• Successful experience with office management in related area preferred.

Responsabilidades

• Composes documents for Department Head or staff for information or event purposes.
• Prepares, distributes notices and correspondence to staff, students, parents, and others.
• Assists in coordinating department activities and responsibilities.
• Attends department meetings to convey or gather information.
• Maintains Department Head's calendar and coordinates appointments.
• Plans and schedules department events and maintains the events calendar.
• Oversees workload to maximize efficiency and meet operations.
• Maintains documents, files and records for audit and compliance.
• Answers telephone calls and provides information to callers.
• Liaises with outside organizations related to department activities.

Conocimientos

Communication

Confidentiality

Organizational skills

Time management

Office software

Educación

High school diploma

College coursework in business

Associates or Bachelor's degree

Herramientas

Word

Excel

PowerPoint

Outlook

Internet

Descripción del empleo

Department Secretary

Position Purpose

Under the direct supervision of a Transportation Department Manager and Supervisor, to provide a wide variety of complex and confidential administrative and secretarial support, communicating information to school district employees, students, parents and others as required, and to assist in ensuring compliance of department/program activities with legal, administrative and District policy requirements.

Essential Functions

• Composes documents (e.g., correspondence, bulletins, reports) for Department Head or other Department staff for the purpose of requesting or providing information, confirming events, etc.
• Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees, students, parents, and others regarding activities, events or other work-related matters.
• Assists in coordinating Department activities and functional responsibilities related to subject areas over which the Department has oversight.
• Attends Department and other related meetings as assigned for the purpose of conveying and/or gathering information required to perform functions.
• Assists in maintaining the daily/weekly/monthly calendar of the Department Head for the purpose of coordinating the scheduling of work-related appointments, activities, meetings, etc.
• Assists in planning and scheduling department events and activities, and maintaining calendar of department events
• Assists in overseeing workload of the Department Head for the purpose of maximizing efficiency and meeting operational requirements.
• Assists in maintaining documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Answers telephone calls, and provide information and assistance to callers.
• Serves as liaison with outside organizations related to department activities and work.

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the department.

Note:

The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment

Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Travel Requirements

Limited travel to and from meetings may be required.

Knowledge, Skills and Abilities

• Ability to describe problems and work orally or in writing to supervisor as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, and perform arithmetic operations as needed for position.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint, the Internet, Outlook, electronic mail).
• Ability to problem solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees and others.
• Organizational and time management skills.
• Knowledge of office management procedures.
• Knowledge of laws and regulations, District policies and procedures, principles, guidelines, and best practices related to department (e.g., Pupil Services, Human Resources, Facilities and Business).

Physical and Mental Demands, Work Hazards

• Works in standard office and school building environments.
• Ability to work outdoors during outdoor student activities.
  See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.

Qualification Profile

Hence providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:

• Graduation from high school.
• College level course work in business, word processing, and office procedures preferred.
• Associates or Bachelor's degree preferred.

Successful experience with office management in related area preferred.

Work schedule-

8 hours a day; 10 months. (2 weeks after school finishes and 2 weeks before school starts)