| The work involves the responsibility for independently performing complex clerical operations and administrative support tasks. Incumbents spend a substantial amount of time operating a personal computer and the rest of the time on routine administrative tasks to ensure the efficient workflow of the office. The work also involves responsibility for the entry and retrieval of information using software on a computer and using a computer to produce printed material such as letters, memoranda and forms. Incumbents work under general supervision receiving detailed instructions only where policies have not been determined. This class differs from that of Typist by the increased time spent on operating software and the more limited scope of duties and decision-making responsibilities. In the county service, this employee is primarily involved in overseeing a complex clerical procedure, which may involve steady or recurring supervisory responsibilities. Does related work as required. TYPICAL WORK ACTIVITIES (Illustrative but not exhaustive): - Establishes and implements office procedures and maintains efficient work flow;
- Prepares correspondence, documents, records and other written material in final or draft form using computer software from handwritten, rough drafts, marked copy, oral recordings or data from various equipment as the source material;
- Composes and prepares correspondence on matters where policies and procedures are well defined;
- Maintains and updates database/spreadsheet records on a personal computer;
- Reviews accounts, reports and other documents for completeness, accuracy and conformity with established procedures;
- Screens callers or visitors to determine the nature of the inquiry and refers to appropriate party or office and answers inquiries as appropriate;
- Schedules conferences, meetings and makes travel arrangements;
- Prepares and maintains agency payroll, personnel, attendance or other related records;
- Transmits instructions from supervisor to appropriate staff and follows up to see that instructions are followed and deadlines are met;
- Monitors and tracks status of various program activities;
- Establishes and maintains confidential and general office files;
- Explains established program policies and procedures to the general public/clients and obtains routine information for program purposes;
- Collects and gathers information to be used as a basis for reports and memoranda and prepares summaries;
- May supervise and participate in the typing, issuing and recording of applications, licenses and permits;
- May monitor expenditures to maintain budgetary controls;
- May order supplies and materials;
- May act as Secretary to a public official.
School Secretary - Acts as secretary to a school principal or other school administrators, including receiving callers, making appointments and referrals;
- Arranges meetings and conferences between students, parents, teachers;
- Answers oral and written requests for information requiring good knowledge of procedures and regulations;
- Prepares and forwards attendance and census reports;
- Orders, receives, counts, records and forwards supplies;
- Opens and distributes mail for school staff;
- Receives records for newly registered students and forwards records for students who are leaving the school or system;
- Prepares and distributes pupil absentee lists;
- Provides passes for and records pupils' tardiness;
- Maintains and processes student records;
- Receives, stores and distributes books and school and office supplies;
- Compiles, summarizes and forwards requisitions for teachers, custodial and office supplies to central office;
- Prepares accident reports;
- Assists in the preparation of budget requests;
- Administers and accounts for petty cash;
- Maintains or supervises the maintenance of office files and records;
- Prepares and explains teachers' schedules to substitutes;
- Operates office machines;
- Compiles data and may enter information on a personal computer;
- Types letters, memoranda and similar materials for principal and teachers;
- May independently answer routine correspondence;
- May be assigned to assist a teacher on an occasional basis;
- May function as a Parent Activity Coordinator
The above examples of duties are intended only as illustrations of the various types of work performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. |