Warren County Civil Service Job Description
SCHOOL SECRETARY
DISTINGUISHING FEATURES OF THE CLASS: An employee in this position performs a variety of moderately difficult clerical assignments and administrative duties important to the efficient operation of the school district. Duties require utilization of a full range of skills in the operation of a computer to maximize equipment capability in compiling and producing correspondence, records, reports, files, etc. The incumbent works closely with administration, staff, parents, children and outside agencies. Work is performed under general supervision with wide latitude for independent judgment. Direct supervision may be exercised over one or more subordinate clerical staff. Does related work as required.
TYPICAL WORK ACTIVITIES: (Illustrative only)
May perform executive secretary duties for an administrator;
Utilizes computer programs and web-based applications such as word processing spreadsheets, calendar, email and database software to perform work assignments such as tracking student data;
Utilizes a variety of automated systems equipment to produce such materials as correspondence, reports, contracts, specifications and/or data;
Answers telephones and responds to requested information and/or refers inquiries to the appropriate party;
Independently prepares routine school correspondence;
Implements proscribed standard office procedures and methods and instructs staff in their application;
Collects information to be used as a basis for reports and memoranda and prepares summaries and reports of various phases of the school's programs;
May supervise clerical staff in handling records, filing and other clerical duties; Maintains student's records;
Supervises the preparation of information releases;
Under general supervision, purchases equipment and supplies;
May perform courier duties; Performs a variety of related duties in carrying out the work of the office;
May act as receptionist.
REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND ATTRIBUTES:
Good knowledge of secretarial practices;
Good knowledge of the capabilities of computer systems/equipment to produce various formats/documents;
Good knowledge of English grammar and composition; Ability to utilize computers and related technology efficiently;
Ability to understand and carry out complex written material;
Ability to handle administrative details independently;
Ability to establish and maintain effective working relationships with professional and clerical personnel including peers,
administrators, students and parents;
Good judgment; initiative and resourcefulness; tact and courtesy.
MINIMUM QUALIFICATIONS:
A) Associate’s degree; or
B) Graduation from high school or possession of a high school equivalency diploma and two (2) years of full-time paid clerical experience, or its part time equivalent, which must have included typing and use of personal computer and common applications as a major function of the job; or
C) An equivalent combination of training and experience as defined by the limits of (A) and (B). Substitution of experience for education will be made on a year for year basis.
NOTE: Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If your degree was awarded by an educational institution outside the United States and its territories, you must provide independent verification of equivalency. A list of acceptable companies who provide this service can be found on the Internet at http://www.cs.ny.gov/jobseeker/degrees.cfm. You must pay the required evaluation fee.
WC: 1989, 1992, 2015, 2022
JC: Competitive Format Update 2023