Part Time Secretary (Internal Audit) (4 hours/260 days)

Aiken County Public Schools•Aiken, SC

21h•Onsite

About The Position

Provides clerical support to assigned supervisors to ensure smooth and efficient operation of the assigned locations. Performs a variety of duties to support areas of work including typing letters, memoranda and reports, filing, copying, answering incoming calls, scheduling appointments, processing mail, keying data, etc. Communicates effectively with parents, staff, and community.

Requirements

High School Diploma or general education degree (GED) plus a minimum of three years secretarial or office experience and/or training is required.
Ability to manage highly confidential information is required.
Experience dealing with difficult situations and the ability to work with detailed information is required.
Proficiency in Microsoft Word, Excel and PowerPoint is required.
Advanced knowledge of Business English, spelling, punctuation, mathematical computation and possession of an excellent vocabulary.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write and/or type routine reports and correspondences.
Ability to speak effectively before groups of district personnel or organizations.
Ability to add, subtract, multiply, and divide in all units of measurement, using whole numbers, common fractions, and decimals.
Application of percentages, ratios, and proportions to practical situations is required.
Ability to interpret and carry out instructions furnished in written, oral, diagram or schedule form.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to analyze information and use logic to address work related issues and problems.
Ability to quickly assess employee, departmental, and administrative needs and provide timely feedback.
Ability to analyze varied functions, processes and tasks for the preparation of varied and complex records and reports.
Thorough knowledge of the principles of office management and of modern office procedures, systems and equipment such as typewriters, calculators, and word processors.
Strong knowledge of word processing, e-mail, spreadsheets, electronic file management, the internet, and reporting and presentation software.
Knowledge in maintaining confidentiality of information of a sensitive and confidential nature.
Ability to type clear copy at the minimum required rate.
Ability to create electronic reports and presentations, use the internet efficiently, communicate electronically via e-mail, and manage electronic data and files in an organized manner.
Ability to perform duties with awareness of all district requirements and Board of Education policies.
Ability to operate a personal computer and related software.
Ability to work independently, with limited supervision.
Ability to develop effective working relationships with students, and the assigned location community.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to develop effective working relationships with staff and district employees.
Proficiency with Microsoft applications such as Excel, Word, and PowerPoint required.
Ability to perform duties with a high level of detail and accuracy.
Ability to self-monitor and manage multiple tasks while working individually and with members of a group.
The employee will occasionally lift and/or move up to 25 pounds such as boxes of materials.
The employee will sometimes push/pull items such as furniture or boxes of materials.
While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, listen and/or reach with hands and arms.
Specific vision abilities required by this job include close vision, distance vision.
Routine local travel is required.
Duties of the job require frequent use of a computer monitor and related equipment.

Nice To Haves

Associates Degree preferred.
Experience in customer service is strongly preferred.
Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

Responsibilities

Provides secretarial support by performing such duties as answering, screening and directing telephone calls; screening incoming mail; typing; developing and maintaining a central filing system; directing visitors; scheduling meetings; taking minutes, etc.
Provides back-up to assigned division clerical staff.
Provides responsible administrative support in such areas as compiling data, analyzing data, and preparing related statistical reports; compiles and maintains various record keeping systems including maintaining records of a confidential nature.
Accesses and interprets District policies, rules and regulations, and types audit reports based on associated procedures.
Answers inquiries from schools, staff, parents and community members, or refers them to appropriate persons and/or departments.
Types and/or files various documents and records such as letters, reports, memoranda, agendas, work orders, invoices, purchase orders, etc.; sends notification letters and reports to appropriate schools, departments, board members or others as directed by supervisor.
Handles confidential documents in an appropriate manner; maintains confidential paper and electronic files with high level of organization as directed by supervisor; enters student and/or employee information to computer as assigned.
Interacts with various persons in the performance of duties including assigned location administrators and staff, parents and parent organizations.
Accurately maintains a calendar for the supervisor at the assigned location.
Maintain and record each department’s expenses.
Verify on-line accounting information for P-cards and purchase orders such as correct vendor numbers, addresses and account numbers.
Adjust journal entries as necessary.
Maintain monthly budget reports for departments.
Is effective in the maintenance of office inventory and assigned location supplies and orders supplies as necessary and in consultation with staff.
Operates general office equipment such as a computer, printer, copier, calculator, facsimile machine, telephone system, etc.
Performs other duties as may be assigned by the supervisor.