N5- Instructional Department Secretary (Fine Arts)

Pomperaug Regional School District 15 Middlebury, CT
12 Month Position

8 hrs per Day

Region 15 Schools 106

TITLE: SECRETARY - PHS INSTRUCTIONAL DEPARTMENTS

OBJECTIVES

Under the general supervision of the a high school instructional department chairperson(s) or director(s), provides secretarial and clerical assistance of a confidential and responsible nature.

ESSENTIAL FUNCTIONS

Performs office routines and practices, operating all standard office equipment such as computers, which utilize various software applications including Powerpoint, Word, Pagemaker, Excel, Filemaker Pro, etc., typewriters, photocopiers, and duplicating machines.

Transcribes dictation of various types, including correspondence and reports.

Obtains, gathers, and organizes pertinent data as needed, and puts it into usable report form.

Acts as intermediary for the administrator, maintaining frequent contacts with private agencies, professional persons, and other officials and groups.

Maintains a regular filing system, as well as a set of locked confidential files, and processes incoming correspondence as instructed, keeping personnel, statistical inventories and other records.

Places and receives telephone calls, and records messages and operates intercom.

Performs financial transactions such as collecting and depositing funds, balancing accounts, and invoicing.

Meets the staff and public and provides information on programs, procedures and regulations.

Composes and signs routine correspondence.

Maintains a schedule of appointments and makes arrangements for conferences and interviews.

106

Enters data, updates, and utilizes word processing software.

Designs and facilitates the student handbook (Pagemaker) and selling of used textbooks.

Substitutes for other high school secretaries and office personnel as needed.

Prepares and follows-up on purchase orders; assists in preparing department budgets and other financial transactions.

Acts as intermediary for the Chairperson, maintaining frequent outside contacts.

Assists in preparing and typing of grant proposals.

Assists the Athletic Director in the Scheduling of all athletic contests for the Region.

Performs other related duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Thorough knowledge of policies and procedures of the assigned work.

Considerable knowledge of office management and standard record maintenance procedures.

Knowledge of budgeting and accounting procedures.

Ability to properly interpret requirements and policies.

Ability to plan, organize and coordinate work.

Ability to perform secretarial and clerical duties.

Abilities to type and operate a personal computer with various software applications.

Ability to meet and deal tactfully and effectively with school officials, Board of Education members, employees, students and the public.

106

REQUIRED EQUIPMENT OPERATION

Operates standard office equipment as required including but not limited to a personal computer for database, report writing, word processing and spreadsheets; typewriter, copy machine, calculator, fax machine, telephone, answering machine, printer, adding machine, Videonics - Title Maker 3000 and Lite-Ning Automated Broadcast Controller, postage machine and intercom.

REQUIRED PHYSICAL EFFORT

Must be able to sit at a desk or stand at an assigned location, walk and work continuously for extended periods of time, utilizing assigned office equipment; files letters, correspondence, reports, etc.

REQUIRED QUALIFICATIONS (Minimum)

Graduation from high school plus specialized training and one year of related experience or equivalent.

INSTRUCTIONAL DEPARTMENT ASSIGNMENTS:

* Math, Science and Video

* English, Social Studies and World Languages

* Physical Education, Health, Business Education, Family & Consumer Science, and Technology Education

July, 2000