ADMINISTRATIVE SECRETARY

Orange County Public Schools•Orlando, FL

1d•Onsite

About The Position

Under general direction, the purpose of this position is to perform district-based duties associated with providing administrative and secretarial support to a departmental director level or above; may include coordinating the activities of other clerical support positions in the department. Employees in this classification function at a complex clerical capacity and coordinate schedules and meetings, create complex documents and reports, maintain filing systems, as well as provide general office support. Employees also assist with the resolution of emergency situations. Performs related work as directed.

Requirements

High school diploma or GED
Supplemented by up to five (5) years of previous experience in more progressively responsible assignments training in an office environment
Any equivalent combination of related education, training and experience which provides the required knowledge, skills and abilities to perform the essential job functions.

Responsibilities

Responds to internal and external customers in a timely, accurate, courteous and empathetic manner representing OCPS in a positive light.
Performs administrative and secretarial assignments with minimal direction for departmental director level administrators. May include support for others in department as well.
Creates finished documents from notes or outlines including letters, memos, project summaries, meeting agendas, meeting minutes, spreadsheets, and presentations.
Coordinates and schedules meetings, meeting rooms, and required equipment for internal meetings and those with other departments, vendors, or the business community.
Coordinates the activities of other clerical staff in the department for telephone coverage, vacation coverage, daily break and lunch coverage, and distribution of clerical workload; may conduct meetings with other departmental clerical staff to enhance communication and discuss and clarify administrative and secretarial issues, as needed.
Creates and maintains filing systems and files for the department including vendors, departmental personnel, contracts, projects, state and federal correspondence, budget and audit, general files, and information files.
Processes departmental information; sorts, dates, highlights, and distributes to other areas of the department, as needed.
Handles emergency situations and notifies appropriate personnel for resolution.
Prepares PowerPoint computer presentations for outlines or notes.
Answers incoming telephone calls for the main department number, as needed; answers questions, resolves issues, take messages or forwards calls to the appropriate person or department.
Prepares and processes leave requests and certificates of absence for department administrators.
Coordinates travel arrangements for department administrators; prepares and processes expense reports for departmental travel.
Maintains an adequate supply of materials and supplies for the department.
Prepares and processes payroll transactions and computer personnel transactions.
Maintains electronic calendar, task list, and contact list for department using computer software.
Responsible for keeping up to date on current technology, as job appropriate, being used by OCPS. With the support of the district, attends training to ensure skill level in various technologies is at the level required to perform in current position.
Responsible for timely and accurate information they maintain as part of their job responsibilities.
Performs related duties as directed.
Filing.