Addison Trail High School

Department Secretary- Guidance 

Available: January 6, 2025

 

 

 

 

Title: DEPARTMENT SECRETARY

 

Reports To: Department Chair

 

Duration: 10 Months

 

Salary: Level II, Step 1

 

Purpose Statement

 

The job of Department Secretary is done for the purpose/s of providing secretarial support to one or more Department Chair/s at a school site; establishing and maintaining records; compiling and distributing materials and reports; and responding to inquiries from a variety of internal and external sources.

Essential Functions

 

• Answers telephone calls and performs receptionist duties for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages.
• Collects funds from students (e.g. safety equipment, class supplies, screen printing, catering, etc.) for the purpose of ensuring the accuracy and timely completion of transactions and/or securing funds.
• Compiles data from a variety of sources (e.g. budget reports, specialized reports, state reports, payroll, expenses, etc.) for the purpose of processing requests for financial, legal and/or administrative requirements.
• Coordinates assigned Department related projects and/or activities (e.g. proper distribution of materials to a variety of departments, arrangements for conferences, meetings, concerts, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains inventory of supplies and materials (e.g. books, forms, office supplies, etc.) for the purpose of ensuring items' availability.
• Maintains a variety of manual and electronic (Power School/Mastery Manager) documents files and records (e.g. files/spreadsheet for special education students, exams, financial records, student records for department requirements, test files, time sheets, expense reimbursement requests, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Prepares a variety of correspondence, reports and other materials (e.g. letters, memorandums, agendas and minutes, charts, semester schedules for department, all requisitions, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.
• Processes a variety of documents and materials (e.g. ESL student records, surveys, reimbursements, payroll, transfer forms, calculator distribution, etc.) for the purpose of disseminating information in compliance with established administrative guidelines.
• Researches assigned topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information for addressing department operations.
• Responds to inquiries from a variety of internal and external parties (e.g. district staff, other schools, government agencies, general public, students, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Schedules activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for assigned Department Head.

Other Functions

• Attends department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications 

The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office; utilizing pertinent software applications including word processing, spreadsheets and databases; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific Knowledge based competencies required to satisfactorily perform the functions of the job include: office practices and procedures; business telephone etiquette; concepts of grammar and punctuation; and Microsoft Office software applications including: Word, Excel, PowerPoint and Access.

ABILITY is required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific Ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; working as part of a team; and working with frequent interruptions.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Working Environment

The usual and customary methods of performing the jobs functions require the following physical demands: some lifting, carrying, pushing, and/or pulling some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing. The job is performed in a generally hazard free environment.

 

Experience Job related experience is desired.

Education High school diploma or equivalent.

FLSA Status Non Exempt