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Administrative Secretary / Registrar / 2021-22

Company: Charlotte-Mecklenburg Schools
Location: Charlotte
Posted on: November 22, 2021

Job Description:

Summary: To perform highly skilled and responsible secretarial work in support of a principal, supervisor, manager, or specialist; and to assist with office and routine administrative duties.

This individual demonstrates the use of cost-effective procedures in fiscal management and confers with his/her supervisor when making budget related decisions.

This individual assists management in making decisions that may have a great impact on others. However, most of the decisions made are discussed with the Supervisor prior to implementation.

Essential Duties: (These duties represent a sample and may vary by position.)

  • Perform administrative duties within the clerical support system; recommend improvements in workflow, procedures and use of equipment and forms.
  • Operate standard office machines such as typewriters, photocopiers, duplicating machines, telephones, calculators and computers.
  • Type, proofread and word process a variety of documents including general correspondence, agendas, reports and memos from rough draft or verbal instruction.
  • Assist in a variety of department operations; perform special projects and assignments as requested prepare reports; gather, assemble and summarize information and data.
  • Coordinate special programs in support of department activities; records and forms; distribute materials by school system staff, school site personnel and the general public.
  • Maintain accurate and detailed records, verify accuracy of information, research discrepancies and record information.
  • Prepare, collate and distribute routine summary reports and mailings.
  • Maintain calendars of department activities, meetings and various events; coordinate activities with other departments, the public and outside agencies.
  • Prepare various billings for payment; research and review reports and supporting documents; obtain proper approvals; prepare checks or submit bills for processing.
  • Schedule appointments and prepare for meetings.
  • Utilize positive human relation skills to interact with teachers, assistant principals, administrators, other staff, students and parents in fulfilling requests for assistance as appropriate.
  • Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures and practices relating to assigned responsibilities; respond to routing or general information, inquiries or requests; refer others to appropriate personnel.
  • Exercise judgment in policy explanations.
  • Accurately completes data entry assignments.
  • Open, sort and distribute incoming mail
  • Determine mail priority for supervisor.
  • Order, store and issue supplies and materials pertinent to the function to which assigned; maintain office supply inventory records.
  • Tracks Furniture and Equipment (F&E) inventory.
    • May assist in training and monitoring the work of temporary secretaries or student assistants; may assist in providing training to clerical staff as appropriate.
    • Performs related as assigned. Education and Experience:

      Minimum
      • High School Diploma or G.E.D. with Secretarial Coursework
      • 2 years secretarial experience. Desired
        • Associate degree
        • Secretarial experience in a school setting Licensing / Certification Requirements: N/A

          # of Jobs 1.00

          Salary: From 15.00

          Salary: To 16.48

          Teacher Scale N

          Minimum Educational Requirements HS diploma

          Term 12 Month

          Additional Job Information

          Knowledge / Skills / Abilities:

          • Knowledge of modern office practices, procedures, and methods, including the use of standard office machines pertinent to assigned operations
          • Knowledge of business letter writing and basic report preparation
          • Knowledge of techniques of organizing and collecting data
          • Knowledge of English usage, spelling, grammar and punctuation
          • Ability to learn and apply School System policies and procedures
          • Ability to learn and effectively use computer hardware and software applicable to assignment
          • Ability to perform responsible clerical and secretarial work with speed and accuracy
          • Ability to summarize clearly, concisely and accurately minutes of meetings and proceedings
          • Ability to maintain complete records and compile accurate reports
          • Ability to compose correspondence independently
          • Ability to type and enter data at a speed necessary for successful job performance
          • Ability to take and transcribe dictation at a speed necessary for successful job performance
          • Ability to operate standard and specialized office machines and equipment applicable to assigned operations
          • Ability to assist in monitoring a budget
          • Ability to work effectively in the absence of supervision
          • Ability to understand and follow oral and written instructions
          • Ability to communicate effectively, both orally and in writing
          • Ability to establish and maintain cooperative working relationships with those contacted in the course of work Physical Requirements:

            • Skills requiring repetitive motor coordination with walking/sitting; lifting/carrying; pushing/pulling and fingering/typing hearing most (5 to 8 hours) of a normal work shift
            • Required to exert physical effort ; crawling/kneeling; standing; bending/stooping; and reaching part (up to 4 hours) of a normal work shift in extremely heavy objects
            • Occasionally (less than 2 hrs./shift) climbing/balancing; running; grasping/twisting; rarely coming in contact with hazardous materials Job Attachment View Attachment

              In compliance with Federal Law, Charlotte - Mecklenburg Schools administers all education programs, employment activities and admissions without discrimination against any person on the basis of gender, race, color, religion, national origin, age or disability.

Keywords: Charlotte-Mecklenburg Schools, Charlotte , Administrative Secretary / Registrar / 2021-22, Administration, Clerical , Charlotte, North Carolina

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