Secretary 3 - Office of Early Childhood

Waterbury Public Schools

JOB CLASSIFICATION DESCRIPTION

JOB CLASSIFICATION TITLE:
Secretary III
DEPARTMENT:
Office of Early Childhood
INCUMBENT NAME:
Grants


BARGAINING UNIT CLASSIFICATION:
UPSEU – Unit 69
REPORTS TO:
Works under the general supervision of an employee of higher grade in the performance of routine tasks; receives closer supervision when performing more advanced tasks.
FLSA DESIGNATION:
Non-Exempt; 12 months; 35 hours per week; $18.96 per hour.
Note: This is a Full-Time, Union, Grant-Funded position with benefits that exists as long as grant funds are available.

1. High School diploma or GED.
2. Four (4) years’ experience in clerical or secretarial work.

1. College training in the secretarial sciences may be substituted for the General Experience on the basis of fifteen (15) semester hours equaling one-half (1/2) year of experience.
2. Preferred: Experience in an urban school district and/or a multi-cultural environment.

1. Incumbents in this class may be required to possess a current Connecticut Motor Vehicle Class D Operator License.

1. Considerable knowledge of office principles, systems and procedures;
2. Considerable knowledge of proper grammar, punctuation and spelling;
3. Knowledge of business communications;
4. Some knowledge of business math;
5. Excellent communication and interpersonal skills;
6. Ability to multi-task in a fast paced office environment;
7. Ability to schedule and prioritize office workflow;
8. Ability to operate office equipment which includes personal computers and electronic equipment;
9. Ability to operate office suite software (Windows, Microsoft Word, Excel and Access);
10. Ability to take notes (shorthand, speedwriting or other method acceptable to the supervisor);
11. Ability to work with individuals from diverse backgrounds;
12. Ability to develop and maintain filing system;
13. Possession of critical thinking, problem solving and organizational skills.

1. May lead other clerical staff as assigned.

1. CORRESPONDENCE: Composes routine letters, memoranda, reports, etc. (e.g. standard replies and acknowledgement letters) for supervisor's signature.

1. FILING: Designs office filing systems; organizes and maintains files (including confidential files); maintains, updates and reviews reference materials and manuals.

1. INTERPERSONAL: Greets, directs and screens visitors; answers phones and takes messages; answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g. appropriate referrals, general purpose of the unit); Interacts with the public and staff on a variety of matters providing advice and assistance.

1. OFFICE MANAGEMENT: Maintains an inventory of supplies and equipment; orders supplies when necessary; completes, and processes and maintains paperwork for purchasing (e.g. orders, requisitions, invoices, etc.); maintains time and attendance records; may train and provide direction to other office personnel.

1. PERSONAL SECRETARY: Arranges and coordinates meetings (including space and equipment); may represent manager at meetings and conferences; writes minutes of meetings, lectures, conferences, etc. from rough draft; takes notes using shorthand, speedwriting or machine transcription; prepares expense accounts; keeps manager’s calendar and makes appointments and travel plans.

1. PROCESSING: Scans correspondence; pulls and attaches related materials; reviews, routes and prioritizes mail.

1. REPORT WRITING: Compiles information from standard sources and prepares data reports (e.g. number of forms processed during the month); assists in the preparation and monitoring of the office budget.

1. TYPING: Using a personal computer or other electronic equipment formats and types a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.; proofreads for content; edits using knowledge of grammar, punctuation and spelling.

1. Performs related duties as required.