Administrative Secretary II – Community Education

Dysart Unified School District•Surprise, AZ

2d•Onsite

About The Position

Under general direction, coordinate, monitor and support various areas of responsibility in the department to include but not limited to scheduling, communication and organization. Serve as liaison between the Department Director and parents, community, school staff, and school and district administration in all clerical matters.

Requirements

High School Diploma or GED required.
Three (3) years of increasingly responsible administrative support experience involving frequent contact with the public.
Competency in computer literacy and Excel.
Knowledge of social media, various platforms including but not limited to Facebook, Instagram, and Twitter, and the variety of applications as a communication tool with the larger community.
Obtain and maintain a valid Arizona Identity Verified Prints ( IVP ) Fingerprint Clearance Card (AZ IVP FPCC).
Standard practices, methods and materials of assigned work.
Techniques and methods for organizing, prioritizing and monitoring work.
Business math concepts.
Filing and record-keeping principles.
Applicable federal, state and local laws, codes, regulations.
Occupational hazards and applicable safety principles and practices.
Uses and properties of supplies and equipment.
Customer service principles.
Modern office technology.
Composing and maintaining basic original documents including reports, and correspondence.
Performing basic original research, compiling and assembling data.
Maintaining and updating data and documentation.
Organizing tasks, meeting deadlines and prioritizing work.
Following directions and meeting standards.
Providing attention to detail in assignments.
Computer Digital literacy and Excel.
Organizing and maintaining records and files.
Proofreading and error correction.
Business math computations.
Exercising confidentiality.
Comprehending reference books and manuals.
Interpreting and applying applicable laws, codes, regulations and standards.
Providing customer service.
Utilizing a computer and relevant software applications.
Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisors, the general public and others to sufficiently exchange or convey information and to receive work direction.

Responsibilities

Answer and screen phone calls, directs inquiries to appropriate party, receives visitors, students and staff; responds to inquiries about the school or a specific school program, identifies sensitive issues and brings them to the immediate attention of the supervisor.
Serve as liaison between staff and community, including screening complaints, communicating District and school policies and procedures, and providing follow-up as required.
Perform ongoing updates and communications via constant contact and social media, as well as maintaining the Community Education website.
Manage administrative functions, including preparing correspondence, memos, newsletters, reports, developing recordkeeping systems, bulletins, Board reports, and forms.
Prepare correspondence and special reports and helps staff as required.
Coordinate and ensure the department records and other required documents.
Oversee collection and verification of staff attendance and timesheets.
Obtain approval for any overtime requests.
Assist with budget process and ensures compliance for all expenditures.
Monitor and inventory supplies.
Order office supplies via on-line requisitions/purchase order software system. Follow-up on orders placed, resolve problems and verify receipt of items.
Maintain financial records for the department to include purchases, billing statements, and other related financials.
Coordinate project-based work.
Maintain hard copy and electronic filing system.
Provide positive district image for all visitors and personnel.
Establish and maintain good rapport with students, employees, community members and vendors.
Maintain a high level of ethical behavior and confidentiality.
Other job related duties as assigned.