The FRC Secretary will work 12-15 hours per week conducting secretarial duties

CLASS TITLE:  FRYSC SECRETARY I

ESSENTIAL FUNCTION:

      Perform advanced-level secretarial duties requiring independent judgment and analysis for a District Director or coordinator of a District-wide program or function; plan, organize and coordinate office activities and communications to relieve the Director of routine administrative and clerical details.

DISTINGUISHING CHARACTERISTICS: 

      Secretary I incumbents report to a District coordinator, specialist or other administrator having responsibility for a program of smaller size, complexity and impact and perform responsible administrative assistance duties.  Secretary II incumbents report to a Director-level administrator with responsibilities for overall program administration of a large, complex District function and perform administrative assistance duties.

BASIC REPRESENTATIVE DUTIES:

• Implement all rules and regulations, policies and administrative guidelines as adopted by the Board of Education and/or the school SBDM Council.

• Serve as secretary to a Director, coordinator or other administrator of a District-wide program or function; plan, organize and coordinate activities to relieve the administrator of routine clerical details.

• Interview and screen callers and visitors, including students, teachers, administrators, parents, vendors and the public and provide information or direct to appropriate personnel; provide detailed and technical information concerning District policies, procedures and established regulations.

• Communicate with parents and District personnel on confidential or sensitive issues; screen incoming calls to gather and exchange information.

• Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters and notices; prepare Board agenda items and related materials as assigned; compose correspondence or prepare from rough draft.

• Research and compile information and compute statistical data for federal, State and District reports and special projects as assigned.

• Train and provide work direction to other clerical personnel as assigned.

• Type a variety of items including inter-office communications, requisitions, forms, letters, special projects, legal documents and other materials; establish, modify and maintain project and confidential filing systems.

• Schedule meetings, conferences and appointments for the Director; maintain Director's calendar; arrange for conference rooms and refreshments; arrange and schedule travel accommodations as necessary.

• Assist in the maintenance of department budgets; enter data into computer to charge appropriate accounts; review invoices, requisitions and purchase orders for accuracy, completeness and compliance with department and District policies; inspect and verify accuracy of District financial reports with office records; research and resolve discrepancies as needed.

• Review or prepare a variety of materials and documents, including financial documents, invoices, inventory records and statistics; order supplies and materials and prepare purchase orders; assure adequate forms and supplies to support office operations.

• Attend a variety of meetings; prepare and send out notices of meetings; collect and compile information for meetings, projects and workshops; prepare and distribute minutes.

• Take and transcribe dictation of letters, reports, bulletins, meetings and memoranda as required; transcribe materials from dictation equipment as required; provide secretarial and clerical assistance to other staff as necessary.

• Maintain a variety of complex personnel records, time sheets, lists, files and records, including confidential materials.

• Compile data for budget; post and maintain budget and financial records of a variety of programs; monitor account balances and record expenditures.

• Receive, open and screen incoming mail and independently compose replies according to established procedures.

• Operate a variety of office equipment such as typewriter, computer terminal, FAX machine, copier and calculator as assigned.

• Coordinate communications between supervisor and other District staff and the public.

• Perform related duties as assigned.

• Remain at work during the entire workday unless excused by immediate supervisor or designated representative.

• Maintain a professional appearance.

• Incorporate the use of technology in daily tasks.

• Maintain regular attendance.

• Adhere to the Professional Code of Ethics.

KNOWLEDGE AND ABILITIES:

      KNOWLEDGE OF:

• Modern office practices, procedures and equipment.

• Applicable sections of Kentucky Administrative Regulations and other applicable laws.

• District organization, operations, policies and objectives.

• Organization, rules, regulations and programs related to an assigned office or function.

• Operation of a computer terminal and data entry techniques.

• Software applications used by the District, including word processing and spreadsheets.

• Financial and statistical record-keeping techniques.

• Basic budget monitoring and control.

• Telephone techniques and etiquette.

• Financial and statistical record-keeping techniques.

• Correct English usage, grammar, spelling, punctuation and vocabulary.

• Interpersonal skills using tact, patience and courtesy.

   

        ABILITY TO:

• Perform advanced-level secretarial duties requiring independent judgment and analysis.

• Plan, organize and coordinate office activities and communications to relieve the Director of routine administrative and clerical details.

• Work independently with little direction.

• Type at an acceptable rate of speed.

• Analyze situations accurately and adopt an effective course of action.

• Compose independently or from oral instructions letters, memos, bulletins or other material.

• Read, interpret, apply and explain rules, regulations, policies and procedures.

• Maintain records and prepare reports.

• Communicate effectively both orally and in writing.

• Meet schedules and time lines.

• Add, subtract, multiply and divide quickly and accurately.

• Establish and maintain cooperative and effective working relationships with others.

   

   

TERMS OF EMPLOYMENT:

Salary and work year to be established by the Board.

EVALUATION:  Performance of this job will be evaluated in accordance with provisions of the Board’s policy on Evaluation of Classified Personnel.