JOB DESCRIPTION
Niles Township High School District 219
Executive Secretary - 260
Purpose Statement
The job of Executive Secretary - 260 is done for the purpose/s of performing diversified secretarial duties in support of the administrator; conveying information regarding department functions and procedures; coordinating assigned projects and site activities; and ensuring efficient operation of support functions.
This job reports to the Department Administrator.
Essential Functions
Attends department and/or in-service meetings, for the purpose of recording minutes, coordinating materials distribution, supporting the needs of attendees, conveying and/or gathering information required to perform functions.
Collects payments for a variety of events for the purpose of completing transactions and/or securing funds.
Compiles data from a variety of sources for the purpose of preparing reports, making recommendations; and/or preparing information for assigned administrator.
Coordinates a wide variety of projects, functions and/or program components for the purpose of completing activities and/or delivering services in a timely fashion.
Maintains a wide variety of manual and electronic documents, files and records for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
Monitors a wide variety activities on behalf of assigned Administrator for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
Oversees the work activities within the office for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.
Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit pertaining to District 219.
Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature for the purpose of documenting activities, providing written reference, and/or conveying information.
Processes a wide variety of documents and materials for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
Procures supplies and materials for the purpose of maintaining availability of required items.
Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
Represents assigned Administrator in their absence for the purpose of conveying and/or gathering information required for their functions.
Researches a variety of topics for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.
Responds to a wide variety of inquiries from internal and external parties for the purpose of providing information, facilitating communication among parties and/or providing direction.
Schedules a wide variety of activities for the purpose of making necessary arrangements for assigned administrator.
Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.
Assists substitutes to department for the purpose of ensuring that programs continues in the absence of the teacher.
Job Requirements: Minimum Qualifications
Skills, Knowledge and Abilities
SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; planning and managing projects, performing basic bookkeeping and record keeping.
KNOWLEDGE is required to perform algebra and/or geometry; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; basic bookkeeping principles; business telephone etiquette; common office machines; knowledge of board policy, district, state and federal regulations/laws.
ABILITY is required to schedule a number of activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with constant interruptions; proficient communication in English; problem solving and decision making.
Responsibility
Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the organization's services.
Working Environment
The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing. The job is performed under conditions with some exposure to risk of injury and/or illness.
Experience
Job related experience is required.
Education
Community college and/or vocational school degree with study in job-related area or five years of experience in job related area.
Equivalency
Equivalent experience in job related field.
Required Testing | Certificates |
Job Fit Test Technology Test Grammar Test |
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Continuing Educ./Training | Clearances |
| Fingerprint/Background Clearance Physical examination
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FLSA Status Approval Date Salary Range
Non Exempt 7/1/2013 S4