MCHS School Secretary

Marshall KY•Benton, KY

2d•Onsite

About The Position

Perform a wide variety of specialized and responsible secretarial and administrative support duties for an Assistant Superintendent, Executive Director, or other high-level administrator. This role involves organizing and coordinating office activities and communications to assist the administrator with assigned functional areas of responsibility. The secretary will interpret and apply rules and regulations, coordinate communication between the administrator and District personnel, students, educational institutions, vendors, other outside organizations, and the public. Responsibilities include researching, reviewing, and compiling information, preparing and maintaining confidential records, scheduling meetings, and compiling Board Agenda materials. The role also involves responding to public inquiries, typing various documents, operating computer systems, managing office supplies, and potentially providing work direction to clerical staff.

Requirements

High school diploma, GED certificate, or demonstrated progress toward obtaining a GED as required by Kentucky law.
Four years of responsible secretarial experience.
Experience involving the use of word processing and record-keeping software.
Knowledge of modern office practices, procedures, and equipment.
Knowledge of record-keeping and report writing techniques.
Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary.
Knowledge of District organization, operations, policies, and objectives.
Knowledge of oral and written communication skills.
Knowledge of applicable sections of Kentucky Administrative Regulations and other applicable laws.
Knowledge of interpersonal skills using tact, patience, and courtesy.
Knowledge of telephone techniques and etiquette.
Knowledge of operation of a computer terminal and a variety of other office equipment including typewriter, calculator, copiers, and dictation equipment.
Ability to perform secretarial and administrative assistance duties.
Ability to read, interpret, apply, and explain rules, regulations, policies, and procedures.
Ability to type at an acceptable rate of speed.
Ability to take and transcribe dictation at an acceptable rate of speed.
Ability to work independently with little direction.
Ability to establish and maintain effective working relationships with others.
Ability to meet schedules and time lines.
Ability to prepare reports by gathering and organizing data from a variety of sources.
Ability to work confidentially with discretion.
Ability to analyze situations accurately and adopt an effective course of action.
Ability to communicate effectively both orally and in writing.
Ability to work efficiently with many interruptions.
Ability to operate a variety of office equipment including computer terminals, calculator, typewriter, copiers, and dictation equipment.
Ability to make arrangements for meetings and conferences.
Ability to maintain a variety of files, records, and logs.
Ability to plan and organize work.
Ability to provide work direction to others as assigned.

Responsibilities

Perform specialized and responsible secretarial and administrative support duties independently.
Interpret and apply rules and regulations as appropriate.
Coordinate communication between the administrator and District personnel, students, educational institutions, vendors, other outside organizations, and the public.
Obtain and provide information, coordinate activities, and resolve problems.
Research, review, check, correct, and compile a variety of information.
Verify data for accuracy, completeness, and compliance with established procedures.
Input and retrieve computerized data in computer systems.
Prepare and maintain a variety of records, logs, and files, including confidential information.
Maintain confidentiality of information and records.
Schedule meetings, conferences, and appointments for the assigned administrator.
Maintain the administrator’s calendar.
Arrange travel accommodations as necessary.
Compile information and data for a variety of reports.
Organize, type, and print reports and other written materials.
Coordinate and compile Board Agenda materials.
Respond to requests for information regarding District programs, policies, procedures, and regulations.
Type a wide variety of materials such as correspondence, reports, contracts, forms, applications, memoranda, and other documents.
Take and transcribe dictation of minutes, letters, and memoranda, including confidential materials.
Prepare correspondence and memoranda independently or from oral instructions.
Operate a computer terminal and microcomputer to maintain records and generate reports, lists, and other materials.
Utilize word processing and other software as required.
Receive, process, and route mail.
Order, issue, and maintain department supplies, forms, and equipment.
Train and provide work direction to departmental clerical support staff as assigned.
Monitor office workflow and assure compliance with established timelines, procedures, and standards of quality.
Perform related duties as assigned.
Be punctual and regular in attendance.