District Office Administrative III Secretary

Position Type:
Secretarial/Clerical
Date Posted:
3/12/2024
Location:
PREVENTION & STUDENT PLACEMENT
Date Available:
04/12/2024
Closing Date:
03/18/2024Please note that this posting closes at 3:00 pm on the date listed above.
If you have questions regarding this position, please contact Jared Reynolds at (385)-646-4660 or email jreynolds@graniteschools.org
Job Title
Administrative III Secretary
Department
Prevention & Student Placement
Supervisor
Director
Salary Schedule
Secretary Salary Schedule
Lane Placement
E9
Contract Length
12 Months
FLSA Classification
Non- Exempt
Job Summary
Provides secretarial services for the department director. Processes time and attendance documents and assists in preparing and monitoring budget for the entire department. Maintains schedules of meetings and deadlines for the department director. Under the supervision of the department director, the secretary is responsible for the courteous and efficient operation of the department.
Essential Functions

• Provides secretarial services to department director which may include many confidential personnel issues.
• Processes all department time cards, Time and Attendance Reports, all comp time records and verifies all leave balances for absences. Enters and validates all Time and Attendance Reports on the QSS system and responds to payroll inquiries for the department. Prepares payroll reports at regular intervals and as requested. Maintains a consistent and ongoing record of comp time, sick leave and vacation for the department.
• Obtains the annual budget requirements for the department and prepares preliminary budget estimates. Maintains and balances books on all department accounts. Provides advanced warning of potential over-expenditures of funds and initiates electronic transfers of funds. Prepares financial and other budget reports at regular intervals.
• May be responsible for disbursing and accounting for discretionary money as designated by the director. Assists in overseeing credit card purchases and reconciliation of department credit cards.
• Maintains a regular filing system including a set of locked personnel files and processes related information and correspondence. Prepares documents for use in interviews for employee hiring and in testing for promotions within the department. Prepares personnel reports as requested.
• Supports other work group members when needed. Provides organization in the office. Cross trains in order to perform any task required and to cover the responsibilities of other office staff as needed.
• Maintains statistical information or other data logs, spreadsheets on projects. Maintains a fixed asset inventory and property accounting system.
• Sorts, separates and distributes incoming mail, products or material in prescribed manner. Orders and maintains office supplies as needed. Prepares inter-office vouchers and requisitions. Transcribes dictation including correspondence, reports, notices and recommendations. Maintains a schedule of appointments and makes arrangements for conferences and interviews. Welcomes visitors and arranges for their needs and screens callers in accordance with predetermined policy. Places and receives telephone calls, records messages and redirects inquiries for proper attention.
• Organizes, implements and provides training on computer systems, programs and software which serves the needs of the department.

Non-Essential Functions

• Other duties as assigned.

Required Knowledge and Skills

• Must have a working knowledge of all board policies and negotiated agreements including secretarial, classified, hourly, temporary and department practices.
• Requires skill in word processing , computer operation plus relevant software, work organization, operation of business machines, basic math, bookkeeping, oral and written communication and interpersonal relations.
• Excellent written and oral communication skills with the ability to check written communications for spelling, grammar, punctuation, correct sentence, and paragraph structure.
• Requires strong problem solving and analytical skills.
• Requires bookkeeping, budgeting, payroll and accounting skills.
• QCC and Discovery skills preferred.
• Ability to deal with people in a professional manner which shows sensitivity, tact, and professionalism.
• Ability to work effectively with others in circumstances that may include some stress.

• Ability to organize work and materials.
• Ability to maintain confidentiality of district, employee and other information.
• Ability to operate a variety of office machines.

Required Knowledge, Skill and Ability

• High School diploma or equivalent.
• Type test of 55 wpm or better preferred.
• Ability to speak Spanish preferred.

Required Prior Experience

• Requires three years of prior full-time administrative secretarial work experience.

Decision Making Authority
Prioritizes own work. Determines quality of work done by secretarial staff. Determines work assignments and deadlines. Determines when to alert supervisor concerning potential budget overruns. Recommends solutions to problems to department director. Recommends software and other enhancements to supervisor.
Non-Supervisory Interaction
Interacts with all employee and community groups. Communicates with the district superintendency, administrators, Payroll Department, Human Resources and Budgeting.
Supervisory Responsibility
Helps to direct activities of other department secretaries.
Working Environment
Standard office conditions. Deals with multiple supervisors. Works on multiple assignments with deadlines. Handles concerned patrons and deals with frequent interruptions.
Physical Demands
Requires the ability to sit, stand, walk, stoop, kneel, crouch or crawl. Ability to reach with hands and arms, use hands to finger, handle or feel. Ability to talk or hear. Vision abilities include close vision, distance vision, color vision and ability to focus. Physical demands require moving and lifting supplies, equipment, etc. up to 25 pounds and occasionally lift and/or move up to 50 pounds.