Secretary II (8.0 Hrs / 220 Days)

Position Type:

Secretarial/Clerical/Secretary

Date Posted:

6/20/2024

Location:

Whittell High School / Zephyr Cove Elementary

Date Available:

08/01/2024

Closing Date:

Open Until Filled

  Additional Information: Show/Hide

TITLE: SECRETARY II - SCHOOL/DEPARTMENT REPORTS TO: SITE ADMINISTRATOR TERMS OF EMPLOYMENT: 210 - 220 DAYS/YEAR SALARY RANGE: CLASSIFIED SALARY SCHEDULE 4-D $22.63 - $32.16 EMPLOYER/EMPLOYEE PAID

$19.5 - $27.06 EMPLOYER PAID PERS BENEFITS: Nevada State Public Employees Retirement System (PERS) - 20+ HRS. PER WEEK

Employer paid Medical, Dental, Vision and Life Insurance - 25+ HRS. PER WEEK

No State Tax FLSA STATUS NON-EXEMPT

SUMMARY OF POSITION

Under the guidance of the site administration/supervisor, provides confidential secretarial services to the site administration/supervisor in support of the administrative functions and coordinates the operation of the school office. The Secretary II will perform a variety of tasks including, but not limited to, preparing required reports and general correspondence, calendar management, recordkeeping, fiscal support, special projects, and data gathering. The Secretary II applies and interprets established district, school or departmental policies and procedures.

RESPONSIBILITIES AND ESSENTIAL FUNCTIONS

• Type reports, documents, charts, statistics, minutes, records, notices, budget documents, and other materials; type from draft or outlines.

• Compose memoranda, correspondence and routine reports.

• Perform special projects involving coordinating activities with others, data gathering and reporting.

• Act as personal representative of the assigned supervisor when meeting with parents, students, or business and other governmental representatives.

• Obtain and provide information and give detailed explanation of policies, procedures, and other programs; refer only the most complex or unusual questions to others.

• Proof and edit typewritten work, rewrite materials to ensure clarity and good grammar, and check forms and other materials for accuracy and completeness.

• Perform data entry work; print reports; assign established codes and accounts numbers; may develop automated systems for the office.

• Answer and screen phone calls; obtain information, answer questions and provide explanation; maintain calendars; schedule meetings and/or facilities, monitor deadlines; take minutes and prepare materials for meetings or other purposes.

• Perform all clerical accounting functions necessary to keep the school activity fund in compliance with the District's Student Activity Fund Procedures Manual; proper handling and recording of fund raising monies, bank deposits and transactions, expenditure transactions and bank reconciliations.

• Perform clerical and grant budgeting and the tracking of expenditures for the school's discretionary funds, including keeping the detailed records of budget, unexpended balances and proper documentation of expenditure transactions; keep Principal/Supervisor informed on a timely basis of all school/site balances; assure the school/site stays within its discretionary fund balances.

• Develop and revise office procedures and processes; maintain an efficient office env71ironment, including the cross training of staff to ensure continuity of services.

• Establish and maintain office-filing system often involving cross-referencing; sort and index for filing or distribution.

• Open, sort, prioritize and distribute mail; receive supplies and maintain inventory; maintain accounts and required reports, records, and receipts.

• In the absence of the school nurse or health care professional, and within the legal scope of practice per the Nevada State Board of Nursing, dispense medications (this includes RX and Over-the-Counter medications), provide basic first aid for injuries (wearing gloves and cleaning up abrasions/lacerations, applying antibiotic ointment and Band-Aids, give ice packs, etc.), provide basis assessment skills for illnesses (take a temperature and act accordingly based on the result, etc.), call parents for non-emergencies, call 9-1-1 for emergencies, and provide basic diabetic care for the purpose of meeting immediate health care needs.

• Assists the site administration in the development of contracts and maintenance of office equipment.

NON-ESSENTIAL FUNCTIONS

Perform related duties as assigned.

WORK CONTACTS

Frequent contact with school/department staff, students, teachers, parents, other district personnel, and the public to provide and obtain information and direct, coordinate and manage work activities.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

Knowledge of computer usage and ability to use, email, internet, software, computer/word processing equipment/programs; modern office practices, procedures and equipment; basic grammar, spelling, punctuation, and arithmetic; school/department programs, organization, operations and specialized procedures relative to area of assignment; and recordkeeping systems.

ABILITY TO

Type at a speed necessary for successful performance (60 WPM).

Exercise confidentiality, tact, diplomacy, and independent judgment in the performance of duties.

Follow established policies and procedures.

Remain open to others' ideas and contribute to building a positive team spirit.

Multi-task and successfully work with students, staff and public.

Read and interpret documents such as safety rules, operating and maintenance instructions, procedural manuals, and governmental regulations.

Add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio and percent.

Apply common sense understanding to carry out instructions furnished in writing, oral, schedule or diagram form.

Solve practical problems and deal with a variety of concreate variables in situations where only limited standardization exists.

Cleary, accurately, and appropriately communicate with students, teachers, parents and members of the community.

Meet timelines and exercise good judgement while working in a dynamic environment.

Operate common office machines.

Work well with others from diverse backgrounds.

Produce accurate work in a sometimes-stressful environment with frequent deadlines.

Establish and maintain complete and accurate data gathering, recordkeeping and filing systems.

Work independently without supervision and as a team member.

Operate a computer and related equipment.

Prepare reports.

Pay close attention to detail.

Appropriately handle stress and interact with others.

Maintain regular attendance and punctuality.

SUPERVISION RECEIVED

Work is performed independently under general supervision of the site administrator or supervisor. The employee is expected to exercise initiative and judgement in planning and organizing work, completing assignments, and handling routine problems. The site administrator or supervisor shall at least annually evaluate the Secretary II - School/Department's performance.

SUPERVISION EXERCISED

None

CONDITIONS OF WORK

Work is performed under the following conditions:

• Exposure to climate-controlled office settings to outside weather with temperatures ranging from mild/moderate to extreme cold/heat.May involve exposure to noise levels ranging from moderate to very loud and occasional to frequent time periods.May involve work in crowded environments.

• Hazards: Office/Classroom furniture, playground/office equipment, communicable diseases, chemicals (as related to specific assignment), and power/hand operated equipment and machinery (as related to specific assignment).

SAFETY SENSITIVE:

YES NO X

ACCEPTABLE EXPERIENCE AND TRAINING

Three (3) years progressively responsible secretarial experience involving typing, office machine operation, data entry, research, reporting or other office work, including some administrative level experience, and high school graduation or equivalent supplemented by college level course work in office management, business or a related field; or any equivalent combination of experience and training which provides the knowledge and abilities to perform the work.

LICENSES/CERTIFICATES

Ability to obtain a valid CPR/First Aid card and Nevada Driver License. Some positions may require ability to become a Notary Public.

PHYSICAL AND MENTAL/INTELLECTUAL REQUIREMENTS

The physical and mental/intellectual requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Those requirements include:

• Strength, dexterity, and coordination to use keyboard and video display terminal for prolonged periods.Sedentary to heavy exertion of force involving 10-25 pounds frequently with up to 50 pounds occasionally.May involve negligible up to significant stand/walk/push/pull/carry. May involve climbing, standing, walking, pushing, pulling, carrying, and balancing, stooping, kneeling, crouching, reaching, handling, and repetitive fine motor activities.Mobility to work in a typical classroom setting and use standard classroom equipment.The ability to interact professionally, communicates effectively, and exchange information accurately with all internal and external members of the school community.

• In compliance with applicable disability laws, reasonable accommodations may be provided for qualified individuals with a disability who require and request such accommodations.Applicants and incumbents are encouraged to discuss potential accommodations with the employer.

EMPLOYEE PUNCTUALITY AND APPEARANCE

In order for DCSD schools to operate effectively, employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave. Any deviation from assigned hours must have prior approval from the employee's supervisor or building administrator. All employees are required to report to work dressed in a manner that reflects a positive image of DCSD and is appropriate for their position.

NOTICE OF NON-DISCRIMINATION/EQUAL OPPORTUNITY EMPLOYER

The Douglas County School District does not discriminate against any person on the basis of race, creed/religion, color, national or ethnic origin, sex (including pregnancy), gender identity or expression, genetic information, sexual orientation, disability, marital status, age, veterans or military status, or political affiliation in admission to or access to, treatment or employment, or participation in its programs and activities, and provides equal access to the Boy Scouts of America and other designated youth groups, pursuant to federal and state laws including, but not limited to, Title VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, Title II of the American with Disabilities Act of 1990, the Individuals with Disabilities Education Improvement Act (IDEA), and the Boy Scouts of America Equal Access Act. The Douglas County School District is an equal opportunity employer and will not knowingly discriminate in any area of employment, which includes recruiting and hiring practices, working conditions, training, promotion, and terms and conditions of employment. Individuals with a disability who require reasonable accommodation(s) during any step of the screening process or who have questions about qualifications should notify a representative in Human Resources. Notification may be made in person, in writing, or by calling (775) 782-7177.

The Superintendent of Douglas County School District has designated the following position to handle inquiries regarding student and employee non-discrimination policies:

Executive Director of Human Resources

1638 Mono Avenue

Minden, Nevada 89423

Phone: (775) 782-7177

Attachment(s):

• SECRETARY II - SCHOOL.DEPARTMENT.pdf