MCHS School Secretary

Marshall KY•Benton, KY

10h•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; organize and coordinate office activities and communications to assist the administrator with assigned functional areas of responsibility. This role involves interpreting and applying rules and regulations, coordinating communication, researching and compiling information, preparing and maintaining confidential records, scheduling meetings, compiling reports, responding to 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 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.
Punctual and regular in attendance.

Responsibilities

Perform a wide variety of specialized and responsible duties independently in support of functions delegated to an assigned Assistant Superintendent, Executive Director or other high-level administrator.
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 as required.
Prepare and maintain a variety of records, logs and files including information of a confidential nature.
Maintain confidentiality of information and records.
Schedule meetings, conferences and appointments for assigned administrator.
Maintain 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 related to assigned office functions.
Coordinate and compile Board Agenda materials.
Respond to requests for information from students, staff and the general public 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 materials of a confidential nature as required by the position.
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 time lines, procedures and standards of quality.
Perform related duties as assigned.