Secretary - Special Education (Central Office) TWO Positions

Secretary (Formerly Secretary III)

Supervised by/Reports to: Assigned Supervisor

Supervises: None

FLSA Status: Non-Exempt

Board Approved: DRAFT - First Reading 9-23-24

Job Goals:

• To assist designated school system supervisor(s), managers, or other designated staff members by performing efficient and effective office management, correspondence, problem solving, organizational and clerical tasks.
• To effectively and efficiently manage projects, schedules, and information to achieve the goals of the school system and to maximize student achievement.

Qualifications:

1. High school diploma. Secretarial training and successful experience in the same or similar capacity for two or more years preferred.
2. Ability to meet the suitability criteria for employment and/or certification/licensure under the Alabama Child Protection Act of 1999 and Act No. 2002-457.
3. Knowledge of general office procedures related to organization, filing, preparation of documents, computer software programs including spreadsheets, word processing, databases, presentation software, etc.
4. Demonstrated proficiency in oral and written communication skills.
5. Effective interpersonal skills, with an emphasis on communication and collaboration with a wide variety of people and groups.
6. Ability to work independently, prioritize tasks, and perform assignments as directed with accuracy, attention to detail, and within established time frames.
7. Comprehensive knowledge of office management, office procedures, correspondence, scheduling, reporting, and business communication.
8. Comprehensive knowledge of school system policies and procedures.
9. Ability to use technology to communicate, to manage data, and to produce/submit required reports, correspondence, and/or financial information.
10. Excellent business English, grammar, spelling, and punctuation.
11. Physical strength, mobility, dexterity, stamina, and acuity to perform job responsibilities.
12. Ability to be punctual and in regular attendance.
13. Such alternatives to the above qualifications as the Board may require.

Performance Responsibilities and Essential Functions:

1. Demonstrates support for the school system and its vision, goals and priorities.
2. Answers questions and responds to requests from the schools and general public; resolves issues in assigned area or refers requests as appropriate.
3. Manages correspondence, calendars, reports, budgets, discretionary funds, travel arrangements, reimbursements, and agendas for the administrator assigned.
4. Assists assigned administrator in preparation and maintenance of budget for department or program.
5. Prepares and submits information and/or recommendation for Board agenda as assigned, if applicable.
6. Performs routine clerical functions.
7. Produces, records, and responds to, as directed, correspondence, research, reports, notices, recommendations and materials needed for efficient office operations.
8. Prepares and submits information and/or recommendation for Board agenda as assigned, if applicable.
9. Maintains accurate electronic and non-electronic filing systems of needed reports, minutes, correspondence, information, confidential records, records, schedules, and data as directed.
10. Obtains, gathers, organizes, and prepares for presentation pertinent data and information as needed.
11. Uses office technology/software to complete job responsibilities as assigned.
12. Communicates effectively and engages in office communication processes as directed using telephones, voice mail, electronic mail, postal and/or delivery services, intra-campus delivery and other means as directed.
13. Performs duties and represents the system in a courteous, positive and professional manner.
14. Arranges for technical support, servicing, and effective operation of office technology and office machines as assigned.
15. Attends and participates in meetings as directed.
16. Maintains appropriate confidentiality regarding school/workplace matters.
17. Demonstrates initiative in identifying potential problems and/or opportunities for improvement in areas of responsibility.
18. Reports potential problems, unusual events, or work irregularities to appropriate administrative or supervisory personnel.
19. Responds to inquiries, requests, constructive feedback, concerns and/or complaints in a timely and positive manner.
20. Maintains and submits reports, records, and correspondence in a timely and accurate manner.
21. Properly uses and cares for equipment and material resources of the school system and effectively supervises and monitors others in the care, maintenance, and use of tools, equipment, and inventory.
22. Uses effective collaboration skills to work as a productive team member.
23. Serves on school system committees, tasks forces, and representative groups as required.
24. Adheres to school system rules, administrative procedures, local Board policies, and state, federal, and local regulations.
25. Reports absences and takes leave in accordance with Board policies and procedures.
26. Performs any other job-related duties as assigned by supervisor(s).

Terms of Employment: Twelve-month position in accordance with the Board's salary schedule.

Evaluation: Performance of this job will be evaluated in accordance with provisions of the State Department of Education and/or Tuscaloosa County Board of Education policy on evaluation of classified personnel.

The statements above are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities as needed.