Secretary II

Muhlenberg County Schools•Greenville, KY

About The Position

The Secretary II performs advanced-level secretarial duties for a Director-level administrator responsible for a large, complex District function. The role requires independent judgment and analysis and plans, organizes, and coordinates office activities and communications to relieve the administrator of routine administrative and clerical details. Incumbents provide administrative assistance to a District-level Director or administrator.

Requirements

High school diploma, GED certificate, or demonstrated progress toward obtaining a GED as required by Kentucky law, or an equivalent combination.
Knowledge of modern office practices, procedures, and equipment.
Knowledge of applicable sections of Kentucky Administrative Regulations and other applicable laws.
Knowledge of District organization, operations, policies, and objectives, and of the organization, rules, regulations, and programs related to the assigned office or function.
Knowledge of computer terminal operation, data entry, and District software applications, including word processing and spreadsheets.
Knowledge of financial and statistical record-keeping techniques and basic budget monitoring and control.
Knowledge of telephone techniques and etiquette, correct English usage, grammar, spelling, punctuation, and vocabulary.
Interpersonal skills using tact, patience, and courtesy.
Ability to perform advanced-level secretarial duties requiring independent judgment and analysis.
Ability to plan, organize, and coordinate office activities and communications; work independently with little direction.
Ability to type at an acceptable rate of speed.
Ability to analyze situations accurately and adopt an effective course of action.
Ability to compose letters, memos, bulletins, or other material independently or from oral instructions.
Ability to read, interpret, apply, and explain rules, regulations, policies, and procedures.
Ability to maintain records and prepare reports; communicate effectively orally and in writing; and meet schedules and timelines.
Ability to perform basic arithmetic quickly and accurately and maintain cooperative and effective working relationships.

Responsibilities

Serve as secretary to a District-level Director or administrator and coordinate office activities to relieve the administrator of routine clerical details.
Interview and screen callers and visitors, provide information about District policies and procedures, and direct inquiries to appropriate personnel.
Communicate with parents and District personnel on confidential or sensitive issues and screen calls to gather and exchange information.
Coordinate timely communications between the office and District employees; make calls and prepare or compose memos, bulletins, letters, notices, Board agenda items, and related materials.
Coordinate enrollment and registration of elementary and secondary students, including inter-district transfers and registration of foreign students; ensure required immigration documents are completed.
Type and prepare communications, requisitions, forms, legal documents, special projects, and other materials; establish and maintain project and confidential filing systems.
Train and provide work direction to other clerical personnel as assigned.
Research and compile information and statistical data for federal, State, and District reports and special projects.
Schedule meetings, conferences, and appointments; maintain the Director’s calendar; arrange conference rooms, refreshments, and travel accommodations as necessary.
Assist with department budgets, enter charges to appropriate accounts, review financial and purchasing documents for accuracy and policy compliance, verify financial reports, and investigate discrepancies.
Review and prepare financial documents, invoices, inventory records, and statistics; order supplies and materials, prepare purchase orders, and ensure adequate office forms and supplies.
Attend meetings, prepare and distribute meeting notices and minutes, and compile information for meetings, projects, and workshops.
Take and transcribe dictation and provide secretarial and clerical assistance to other staff as necessary.
Maintain complex personnel records, time sheets, lists, files, and other records, including confidential materials.
Compile budget data, maintain budget and financial records, monitor account balances, and record expenditures.
Receive, open, and screen mail and independently compose replies according to established procedures.
Operate office equipment, including a typewriter, computer terminal, fax machine, copier, and calculator.
Coordinate communications between the supervisor, other District staff, and the public.
Perform related duties as assigned.