Secretary, Administrative

Polk County Public Schools•Bartow, FL

3d•Onsite

About The Position

This position exists to assist the District in performing clerical and administrative functions for the assigned office. The role involves composing and typing correspondence, meeting agendas, and minutes, making copies, preparing packets, organizing filing systems, and preparing reports and summaries requiring specialized knowledge and strict confidentiality. The position also conducts research, compiles data, answers and screens telephone calls, arranges conference calls, routes mail, coordinates travel schedules, orders office supplies, arranges equipment maintenance, greets visitors, manages the supervisor's calendar, handles office finances, requisitions, work orders, and purchase card reports. Additionally, the role inputs payroll for office staff and the Superintendents Cabinet, prepares materials for trainings, meetings, and interviews, maintains staff personnel files, assists with office procedures, and communicates urgent information to the Superintendent's Cabinet. Maintaining confidentiality and discretion regarding division/area and District business matters is crucial. The position also involves assisting with communication to Regional Superintendents and Principals and running reports for the Apprise donation program.

Requirements

High school diploma or general education degree (GED) is required.
A minimum of two years previous related work experience and/or training is also required.
Knowledge of spreadsheet, word processing, presentation, email, and data management software packages in a Microsoft Office environment.
Ability to perform work accurately and thoroughly within time-sensitive deadlines.
Ability to deal proactively with work-related problems.
Ability to demonstrate conduct conforming to a set of values and accepted standards.
Must possess organizational skills and be able to follow a systematic method of performing most functions.
Must demonstrate strong time-management skills.
Ability to read and comprehend instructions, correspondence, and memos.
Must possess strong verbal and written communication skills.
Ability to maintain confidentiality and handle sensitive materials and information.
Must listen well, get clarification, and respond positively to questions and directions.
Ability to follow policies and procedures.

Nice To Haves

Supplemental coursework in business, computer skills and other related coursework is preferred.
Previous working knowledge within a local school system, to include terminology, acronyms, laws that affect students, and organizational structures, is highly desirable.
Knowledge of general business practices within the assigned area.
Three to five years of related experience preferred.
Bilingual/biliterate preferred.

Responsibilities

Composes and types correspondence, meeting agendas, and subsequent minutes.
Makes copies, prepares packets and information for supervisor and meeting participants.
Organizes and maintains filing systems.
Prepares reports and summaries requiring specialized knowledge and strict confidentiality.
Conducts research and compiles data for consideration by supervisor and other executives.
Answers and screens telephone calls, delivers messages, and arranges conference calls.
Reads, analyzes, and routes mail, including emails, faxes, and other documents.
Arranges and coordinates travel schedules and reservations.
Orders and maintains office supplies and arranges for equipment maintenance.
Greets and routes visitors.
Coordinates Supervisors' calendar of events, appointments, temporary duty assignments, and travel arrangements.
Manages office finances, requisitions, work orders, and purchase card reports.
Inputs Payroll for Office Staff and Superintendents Cabinet.
Prepares materials for trainings/meetings and position interviews.
Maintains staff personnel files (leave, evaluations, resignation, etc.).
Assists with office procedures.
Informs Superintendent's Cabinet of urgent and incoming correspondence and/or events.
Demonstrates regular and predictable attendance and physical presence.
Maintains confidentiality and discretion regarding division/area and related District business matters.
Assists with communication to Regional Superintendents and Principals.
Runs reports for Apprise (donation program).
Performs other duties as assigned.