Job Description:  Secretary, Public Relations/Communications

Job Title:	Secretary Public Relations/Communications	Duty Days:	226
Reports to:	Director Communications	Pay Grade:	5
Dept/School:	Administration	Pay Schedule:	Paraprofessional
Wage/Hour:	Non-Exempt	Date Revised:	9/2020

 

Primary Purpose:

Organize and manage the routine work activities of an administrative department office and provide clerical services to the department head and other staff members.

 

Qualifications

Education/Certification

• High school diploma or GED
• Bilingual preferred

 

Special Knowledge/Skills

• Proficient skills in keyboarding, word processing, and file maintenance
• Effective communication and interpersonal skills
• Basic math skills
• Ability to use personal computer and software to develop spreadsheets and databases and do word processing
• Demonstrate proficiency in handling matters of highly confidential nature
• Demonstrate a degree of initiative and ability to assume a high degree of responsibility
• Ability to foster and maintain positive working relationships with staff and other District personnel
• Must possess personal qualities related to respect for the rights and confidentiality of others

 

Experience

• Three years’ secretarial experience, preferably in a public education environment

 

Major Responsibilities and Duties

Secretary

• Answer incoming calls, take reliable messages, and route to appropriate staff.
• Maintain a schedule of appointments and make travel arrangements for department staff.
• Receive, sort, and distribute mail and other documents to department staff.
• Keep calendars (press conferences, events, etc.)
• Assist in organizing and execution of events, etc.
• Serve as the backup for the receptionist position and coordinate relief schedules for the reception area.

 

Records, Reports, and Correspondence

• Prepare correspondence, forms, reports, etc., for the department head and other department staff members using personal computer and typewriter.
• Compile pertinent data as needed when preparing various state and local reports.
• Maintain physical and computerized departmental files.

 

Accounting

• Perform routine bookkeeping tasks, including simple arithmetic operations, for the department.
• Assist with the preparation of purchase orders and payment authorizations.

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Professional Conduct

• Demonstrates ability to remain calm and withstand pressures
• Flexible to changes in routine and adapts quickly to changing situations
• Reliable and responsible attendance and punctuality
• Demonstrates respect, courteous to peers and visitors and assist fellow workers willingly
• Avoid speaking ill of the district and district personnel

Other

• Maintain confidentiality of information.
• Work collaboratively with partners in education for special assignments, special events and special projects as needed.
• Maintain professional interactions with staff, parents, community and visitors.
• Demonstrate flexibility to change in routine and adapt quickly to changing situations.
• Demonstrates respect, courteous to peers and visitors and assist fellow workers willingly.
• Report to work in a timely manner according to assigned schedule.
• Avoid speaking badly about the district and district personnel.
• Perform other duties as assigned by the supervisor or other administrator that are consistent with the general requirements and qualifications for the position.

 Supervisory Responsibilities

•  None

WORKING CONDITIONS:

Mental Demands/Physical Demands/Environmental Factors

The working conditions described 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 and expectations

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals; printer, calculator, copier and fax machine
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: Frequent districtwide travel; occasional statewide travel
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress