Secretary to Director of Counseling and Advocacy

Secretary to the Director of Counseling and Advocacy

Job Title:: Secretary to the Director of Counseling and Advocacy

Credentials: None required for this position.

Education: High school diploma or GED

Training or experience required: 5 years of successful employment as a secretary or administrative assistant with school district experience, preferred. Must have strong computer experience with Microsoft Word and Excel. Knowledge of PowerPoint,
Publisher, and other software knowledge desirable.

Site: Curriculum Center

Reports to: Director of Counseling and Advocacy

Contract: 240 days

Salary Schedule: Secretary 1

FLSA Classification: Non-exempt

Essential Job Functions:

• Business professional communication skills to exchange information, give simple instructions and respond to inquiries and professional phone etiquette.
• Receive phone calls and inquiries for Counseling and Science departments.
• Compile and assist with preparing, mailing, and distributing memos, correspondence, documents, reports, and communications.
• Schedule meetings and maintain calendar invitations in google calendar.
• Conduct requisitioning and purchasing for counseling programs and department needs.
• Compile inventories, submit requisitions and order supplies for secondary science teachers.
• Schedules and coordinates plan for Operation School Bell.
• Serves as finance officer on state and federal grants, securing financial expenditures, requesting draw downs and keeping accurate accounting and records.
• Maintains confidential records and creates data reports for program.
• Organizes and updates documents for district counseling program within google shared drive.
• Maintain director’s and coordinator’s mileage reimbursements.
• Prepare agendas and minutes for the Administrator.
• Organize and maintain various files including confidential and tickler files.
• Schedule meetings and ensure that all information and arrangements are made. May assist with setting up refreshments. May be required to make travel arrangements.

Effective 2023/2024 school year

• Input and order supplies as needed. Maintain accurate inventory and handle bookkeeping/purchasing tasks.
• Maintain a neat and organized office space.
• Perform other secretarial duties as assigned such as handling North Reception duties when North Receptionist/Personnel are out of the office.
• Perform other duties as assigned.

Knowledge, Skills, & Abilities:
Successful performance of the job requires good customer service/people skills and to handle
problems and provide information and technical assistance as requested. It requires complying
with safety guidelines and policies to reduce accident or injury to staff or to students. It requires
following school dress standards, proper attendance or leave policies, and other work-habits
concerns for staff. Creativity, initiative and effective problem solving are critical to the success of
the position.Help manage the computerization of school district operations. Provide training and
support to district staff in the use of administrative computer systems. Perform such tasks to the
ultimate benefit of the educational program. An incumbent in this position will utilize discretion,
ingenuity and independent judgment due to the complexity of the job. Since there may be several
ways to solve a problem, an incumbent is free to choose the solution.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. While performing the duties of this Job, the employee is
regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently
required to reach with hands and arms. The employee is occasionally required to stand; walk and
stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and
occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include
close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust
focus.

Effective 2023/2024 school year