Secretary, Administrative

Polk County Public Schools•Lakeland, FL

About The Position

This position assists the District by performing clerical and administrative functions for the assigned office. The role supports supervisors and the Superintendent’s Cabinet, handles confidential District matters, coordinates office activities and communications, and maintains reliable, predictable attendance. Physical presence is expected as part of that attendance pattern. Other duties may be assigned.

Requirements

High school diploma or GED.
At least two years of related work experience and/or training.
Knowledge of spreadsheet, word processing, presentation, email, and data-management software in a Microsoft Office environment.
Ability to perform accurately and thoroughly within time-sensitive deadlines and proactively address work-related problems.
Organizational skills and the ability to follow systematic methods, manage time, and prioritize work to meet deadlines.
Ability to read and comprehend instructions, correspondence, and memos.
Strong verbal and written communication skills.
Ability to maintain confidentiality and handle sensitive materials and information.
Ability to listen, seek clarification, respond positively to questions and directions, and follow policies and procedures.
Ability to demonstrate conduct that conforms to a set of values and accepted standards.

Nice To Haves

Supplemental coursework in business, computer skills, or related areas.
Previous working knowledge within a local school system, including terminology, acronyms, laws affecting students, and organizational structures.
Knowledge of general business practices within the assigned area.
Three to five years of related experience.
Bilingual/biliterate ability.

Responsibilities

Compose and type correspondence, meeting agendas, and minutes; make copies and prepare packets and information for supervisors and meeting participants.
Organize and maintain filing systems, including staff personnel files containing leave, evaluations, resignations, and related records.
Prepare reports and summaries requiring specialized knowledge and strict confidentiality; conduct research, compile data, and prepare documents for supervisors and other executives.
Answer and screen telephone calls, deliver messages, arrange conference calls, and greet and route visitors.
Read, analyze, and route mail, including email, faxes, and other documents; inform the Superintendent’s Cabinet of urgent and incoming correspondence or events.
Arrange and coordinate travel schedules and reservations; coordinate supervisors’ calendars, appointments, temporary duty assignments, and travel arrangements.
Order and maintain office supplies and arrange equipment maintenance.
Manage office finances, requisitions, work orders, and purchase card reports.
Input payroll for office staff and the Superintendent’s Cabinet.
Prepare materials for trainings, meetings, and position interviews.
Assist with office procedures and communication to Regional Superintendents and Principals.
Run reports for Apprise, the District’s donation program.
Demonstrate regular and predictable attendance and maintain confidentiality and discretion regarding District business.
Perform other duties as assigned.