Secretary (School Safety & Emergency Preparedness)

Douglas Unified School District • Douglas, AZ

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About The Position

SUMMARY: Provides administrative and clerical support to department, administration, teachers and staff, composes correspondence, screens telephone calls and assist is all district coordination, development and promotion of all emergency operations, procedures and best practices. ESSENTIAL DUTIES & RESPONSIBILITIES: Screens incoming calls and takes and forwards messages as needed Meets and directs visitors; provides information, direction and other services as needed Schedules appointments, maintain calendars, and schedule all professional development for the department Respond to school site and central office emergencies, performing duties as assigned during an emergency Assist in coordinating all safety trainings and professional development for teachers, staff, and students Assist in coordinating services at large events to ensure efficient and effective management of the district’s response at planned events. Assist in development of safety and emergency preparedness plans, operations, procedures and best practices. Assist in monitoring all technology software and video footage of district operations to ensure the safetyenvironment of all students and staff Composes correspondence, reports, forms, certificates and other materials as directed; transcribes from rough draft, correspondence, bulletins, memorandums, and other materials Understands, supports and interprets district and school rules, regulations and policies and assists staff with interpretation as needed Researches information and provides guidance as needed to supervisor, administration, teachers, staff Maintains district office files as it pertains to safety and emergency preparedness Sorts and distributes materials, supplies and mail; assists with preparation of bulk mailings as needed Makes photocopies of materials as needed, or directed Perform related duties and responsibilities as assigned Serves as a backup for various other administrative personnel when absent

Requirements

• Ability to maintain confidentiality in all matters related to school business
• Ability to operate standard office equipment
• Ability to operate a personal computer, learn and utilize appropriate software programs
• Ability to read and interpret documents such as procedure manuals and reports
• Ability to communicate effectively verbally and in writing
• Ability to apply common sense understanding to solve practical problems and deal with a variety of situations
• Ability to work cooperatively and courteously with staff, students, parents and community members
• Knowledge of the fundamental principles and accepted practices, current trends, literature, research, federal, state and local policies, rules, laws, regulations and legislation in the areas of crisis intervention, threat assessment and emergency preparedness in school settings.
• Knowledge of applicable Federal and State laws, district procedures and Board policies
• Ability to handle confrontation and conflict without an emotional response
• High school diploma or general education degree (GED)
• Prior secretarial experience or training
• One to three years of prior clerical or secretarial experience beneficial
• Computer Proficiency: Microsoft Office Suite, Google Suite, and Email Systems

Nice To Haves

• Secretarial coursework at Community College level preferred
• Bilingual ability in Spanish and English preferred
• Any equivalent combination of training, education and experience that meets minimum requirements

Responsibilities

• Screens incoming calls and takes and forwards messages as needed
• Meets and directs visitors; provides information, direction and other services as needed
• Schedules appointments, maintain calendars, and schedule all professional development for the department
• Respond to school site and central office emergencies, performing duties as assigned during an emergency
• Assist in coordinating all safety trainings and professional development for teachers, staff, and students
• Assist in coordinating services at large events to ensure efficient and effective management of the district’s response at planned events.
• Assist in development of safety and emergency preparedness plans, operations, procedures and best practices.
• Assist in monitoring all technology software and video footage of district operations to ensure the safetyenvironment of all students and staff
• Composes correspondence, reports, forms, certificates and other materials as directed; transcribes from rough draft, correspondence, bulletins, memorandums, and other materials
• Understands, supports and interprets district and school rules, regulations and policies and assists staff with interpretation as needed
• Researches information and provides guidance as needed to supervisor, administration, teachers, staff
• Maintains district office files as it pertains to safety and emergency preparedness
• Sorts and distributes materials, supplies and mail; assists with preparation of bulk mailings as needed
• Makes photocopies of materials as needed, or directed
• Perform related duties and responsibilities as assigned
• Serves as a backup for various other administrative personnel when absent

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED