Secretary III

Location
Ashburn, VA
Posted
Mar 15, 2019
Closes
Mar 26, 2019
Function
Administrative
Industry
Education
Hours
Full Time

This is specialized secretarial and administrative support work performed in the Office of School Administration.
An employee in this class serves as the principal office support to the Director of School Administration. The
employee provides office management, secretarial, and administrative support to the Director and department
staff, organizing and carrying out office operations to serve the department. The employee in this position will
exercise considerable initiative and discretion, relieving the Director and staff of administrative details, often
speaking for or representing the department on matters within their areas of responsibility. The work requires
highly developed office skills in computer/software operation, communications, accounts maintenance
procedures, and office management. Experienced workers in these positions initiate their own daily assignments,
follow through on matters, and use independent judgment and training to take appropriate actions to deal with
standard recurring situations.

* Organizes and implements efficient office systems and procedures; sets up and maintains department
filing and record keeping systems; institutes tracking and control procedures to ensure matters are
handled expeditiously.
* Responds to inquiries from school staffs, central offices, parents, and outside organizations regarding
department activities, responding to matters within areas of authority and explaining procedures and
requirements to callers; ensures that informational, program, and administrative communications are
disseminated to schools, other central office departments, and other organizations as necessary.
* Maintains databases containing program data, entering, editing, and correcting data as necessary;
produces reports, lists, summaries, and other documents from databases. As necessary, creates
databases using spreadsheet or database software; posts and maintains program accounts, entering data
from financial transaction documents into computerized accounting spreadsheets or systems; monitors
accounts and advises supervisors of account status; compiles lists, summaries, and other financial
information as requested.
* Maintains logs, appointment schedules, calendars, bulletin boards, reference files/materials, and other
office records.
* Participates in arranging events, conferences, meetings, and other activities; assembles information,
prepares informational materials, and locates and arranges for necessary space and services; maintains
related expense and activity files and records; makes travel arrangements, including hotel and travel
reservations; prepares itineraries; processes expense reimbursements.
* Processes office forms and documents such as purchase orders, vouchers, requisitions, personnel actions,
and time and attendance reports, and sends to appropriate departments for action; maintains logs of
such actions and follows up as necessary.
* Represents the department in meetings as assigned; takes notes and presents or explains department
views on matters.
* Performs related work as required.

* Graduation from high school and progressively responsible experience in performing general office
clerical or secretarial work; or any equivalent combination of education and experience that would
provide the following knowledge, abilities, and skills:
* Knowledge of modern office practices and procedures as applied to the organization and implementation
of office systems and procedures; of effective techniques of office management; of the use of full function
word processing software and standard office database software; of standard office appliances including
desktop PCs, standard office software, scanners, printers, photocopiers, and facsimile machines
* Ability to organize and manage office operations for a major organization department of the School
District; to perform specialized office, secretarial and administrative support work accurately and quickly;
to communicate effectively; to work cooperatively with others; to work under pressure and/or frequent
interruptions
* Knowledge of account maintenance procedures and the ability to post and process account transactions,
including tracking discrepancies using a computer-based system
* Excellent relations and communication skills

ORGANIZATIONAL RELATIONSHIPS:
The Secretary III - School Administration reports to the Director, School Administration.

PHYSICAL REQUIREMENTS:
While performing the duties of this job, the employee is regularly talking. expressing or exchanging ideas by means
of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other
workers accurately, loudly, or quickly. The employee must possess normal cognitive abilities including the ability to
learn, recall and apply certain practices and policies. Frequently sitting and/or remaining in a stationary position
for long periods of time. Exerting up to 25 pounds of force occasionally and/or negligible amount of force
frequently or constantly to lift, carry, push, pull or otherwise move objects.

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