Assistant Secretary

West Ada School District•MERIDIAN, ID

4d•Onsite

About The Position

Performs greeting, general office and clerical duties; performs related work as required. The primary function of an employee in this class is to perform greeting, general office and clerical duties for District department or school office. Duties range from greeting the public to routine general clerical assignments. An employee in this class is generally the first contact the public has with the office and provides general or specific information. An employee in this class may be assigned to other duties to assist other office staff. The work is performed under the direct supervision of a Secretary or Administrator. The primary duties of this class are performed in a school or district office.

Requirements

High school diploma or GED equivalency is required
Some experience in general office/reception area
Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work
Sufficient clarity of hearing, with or without reasonable accommodation, which permits the employee to discern verbal instructions, use a telephone, and communicate with other employees and the public
Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and comprehend and organize documents and text forms
Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate standard office equipment and to make adjustments to equipment
Sufficient body mobility, flexibility, strength and balance, with or without reasonable accommodation, which permits the employee to work in an office environment, lift up to 20 pounds and perform standard office functions
Knowledge of current office practices and procedures
Knowledge of customer service personal interaction and telephone skills
Knowledge of record keeping practices and procedures
Knowledge of operation of multi-line telephone system
Ability to follow written and oral instructions and observe office policies and procedures
Ability to learn school and district programs, policies, procedures, and processes sufficiently to convey information to the public and other staff
Ability to operate standard office equipment including phone system and a personal computer using program applications appropriate to assigned duties
Ability to maintain records and information files
Ability to communicate effectively and establish and maintain working relationships with the public and other employees
Ability to perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner
Ability to respond appropriately to emergency or unusual situations that may involve administering first aid, contacting parents, or dealing with sensitive or confidential issues
Ability to maintain office, school, and individual confidentiality
Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions

Responsibilities

Provides general receptionist, general office and clerical support to office staff, as assigned, including answering phone and in person inquiries, routing phones to appropriate staff, distributing mail, ordering office supplies
Provides general and specific information to applicants and the public in person or over the telephone, responding to public inquiries
Facilitates classified applicant process by receiving and maintaining application materials
Facilitates substitute teacher application process by receiving applications, requesting background information, verifying received information and forwarding data
Receives, stamps and distributes mail
Maintains various student records and files
Assists with daily attendance records, maintenance and reports
Operates and monitors maintenance of office equipment
Inventories and maintains office supplies
Maintains voice mail greeting, and assists staff with accessing or reprogramming questions regarding voice mail
Performs all duties and activities in compliance with school district policies, procedures, and safety practices