Job Details

Full-Time and Permanent; Non-Exempt; Grade MM, 7.5 Hours/Day; 252 Days/Year; 12 Months/Year

Definition

Serves as secretary and administrative assistant to a senior Norfolk Public Schools (NPS) administrator. Relieves administrator of routine administrative tasks and ensures smooth and efficient operation of the office. An employee assigned to a position in this class is responsible for the clerical operation of the major subdivision, requiring frequent contacts with the most senior officials of the school system, city, colleges, universities and area business leaders. Especially importatnt in this position is the ability to handle difficult, complex and confidential matters. The work involves all facets of secretarial functions as well as summarizing financial reports and records for the Chief Financial Officer. It also includes reviewing reports and documents submitted for payment or reimbursement. Employees frequently work independently when dealing with complaints and disseminating information to subordinates and to other departments in the school system.

Supervision

Work is performed under general supervision of division chief. Incumbent sets own daily priorities based on a knowledge of the overall operation of the office; develops and refines own work routine and independently completes the necessary functions to maintain an orderly and efficient office.

Essental Functions of the Job Class

• Plans, initiates, and carries to completion subdivision, program or administrative secretarial support activities; develops, monitors and modifies office procedures and organizes office projects and processes, managing day-to-day office operations.

• Screens supervisor's telephone calls and mail, and personally responds to those that can be handled at the secretarial level, forwarding the remaining calls/mail to supervisor with pertinent background material; screens visitors, responding to inquiries, referring to others as required; makes appointments for supervisor or other administrative personnel; maintains supervisor's calendar; makes travel arrangements.

• Reviews or directs review of all outgoing correspondence from a number of subordinate sections for format, spelling, punctuation, and grammar before submitting for supervisor's signature; may supervise a subordinate clerical staff; prepares correspondence and reports from a variety of sources; processes statistical reports, forms and newsletters including those requiring separate tabulations; and takes and transcribes meeting minutes.

• Reviews employees travel reimbursement requests, resolves discrepancies with employees, and forwards complete and corrected information to Payroll Office for payment.

• Reviews purchase card transactions regularly to ensure compliance with school board policies and administrative regulations and procedures.

• Tabulates data and prepares reports of financial and statistical data; gathers and compiles data for inclusion in the yearly budget.

• Processes transactions to ensure that school employees are reimbursed in an accurate and timely manner.

• Provides quality customer service while assisting school employees.

• Composes routine correspondence, newsletters and other communications; compiles data for questionnaires; prepares in-service materials; maintains control records on incoming correspondence and action documents, and follows up on work in progress to ensure timely response or action.

• Organizes school division-wide projects, overseeing the development and dissemination of program materials, special mailings, or guides, manuals, and training materials.

• Attends meetings and conferences, taking official minutes; researches and develops material for use in official engagements; may attend, transcribe minutes of School Board Meetings.

• Prepares reports, logs, agendas and other documents proposals for distribution by copying, collating and binding materials.

• Prepares requisitions, vouchers, budget forms and other payroll and financial data; maintains and reconciles detailed financial records, and request for payment submitted by appropriate budget accounts; may be delegated authority to direct payment of certain bills/accounts; may maintain a employee leave account/tracking system.

• Organizes and maintains filing systems, according to standard filing procedures, and at times according to local, state or federal guidelines; maintains and reconciles various records such as employee time and leave, inventories of supplies and equipment, and long-distance telephone logs.

Minimum Qualifications

Graduation from high school, including by courses in typing, word processing and office practices, supplemented by college level secretarial, administrative assistant and office management courses (Associate Degree preferred), and extensive progressively more responsible secretarial experience, some of which shall have been at the level of Administrative Secretary, preferably in a setting similar to assignment; or any equivalent combination of education and experience that would provide the above noted knowledge, skill, and ability.

Physical Attributes

Most tasks are performed in a sedentary work environment, attributes include those required in normal, everyday activities including sitting, walking, standing, bending, reaching, or carrying light items. Ability to operate keyboard on production basis to complete long, time-sensitive reports or documents may be required.

Hazards

Work involves exposure to normal, everyday risks involved in contact with the public, and at times with children and young adults.

Unusual Demands

Work is performed in an office setting and is subject to frequent interruptions.

Attendance at after-hours, evening and weekend meetings, conferences or in-service training sessions may be required.