TITLE OF POSITION:  ADMINISTRATIVE SECRETARY TO ASSISTANT SUPERINTENDENT, BUSINESS SERVICES

DESCRIPTION OF POSITION:   Under the direction of the Assistant Superintendent, Business Services, assists in coordinating workflow of Business Services Division.

ESSENTIAL JOB FUNCTIONS:

• Develops and coordinates agenda items for meetings of Board of Education and Business Services Division.
• Compiles data for various financial statements and reports and maintains records relating to Business Service Division.
• Reports to Assistant Superintendent, Business Services, for any power or duty assigned or delegated.
• Serves as secretary, receptionist and clerk for Assistant Superintendent, Business Services.
• Arranges workflow, communications, activities, meetings, conferences and coordination of support services in Business Services Division.
• Prepares incoming and outgoing correspondence of both routine and confidential nature relating to Business Services Division.
• Prepares agenda and transcribes minutes of Division meetings or activities.
• Assists in developing district business forms and prepares legal contracts and documents for Assistant Superintendent, Business Services.
• Assists in preparation and maintenance of district Business Services Manual.
• Monitors office procedures and maintenance of records and reports by Business Services Division staff in district and school facilities.
• Monitors use of business machines and equipment in Business Services Division.
• Receives, makes appointments for persons with Assistant Superintendent, Business Services and maintains appointments calendar for Assistant Superintendent, Business Services.
• Assists in preparing and disseminating existing, newly adopted or revised district policies or administrative rules and regulations for Business Services Division.
• Assists in preparing, screening, routing and coordinating records and reports relating to the Business Services Division.
• Screens incoming calls or places calls on behalf of Assistant Superintendent, Business Services.
• Maintains and protects confidentiality of information learned in the course of employment.
• Maintains schedule of deadlines, tickler files and ensures timely submission of reports or correspondence relating to the Business Services Division.

OTHER JOB FUNCTIONS:

• Assists in screening and interviewing candidates for employment in division.
• Assists in maintaining positive community/district/school relations.
• Substitutes for the Administrative Assistant/Secretary to Superintendent in his/her absence, upon direction of the Superintendent.
• Performs other duties as assigned.

ESSENTIAL JOB REQUIREMENTS - QUALIFICATIONS:

• Certification, Credential or Designation: CONFIDENTIAL EMPLOYEE.
• Education: One (1) year college or equivalent experience in accounting and office procedures.
• Experience: Four (4) years experience in responsible business office positions.
• Ability to: Type 55 wpm; shorthand: 100 wpm desirable; ability to record minutes  through use of computer or other method if unable to use shorthand, business machines operation knowledge.
• Licenses, Certifications, Bonding, and/or Testing Required: TB test clearance, criminal justice fingerprint clearance, and pre-employment physical and drug test.