Confidential Secretary B
- 📁
- Central Office
- 📅
- 6 days ago Post Date
- 📅
- 112 Total Views
The School District of Philadelphia is committed to becoming the fastest improving District in the country and transforming the educational opportunities it offers to our city’s more than 200,000 students. The District seeks leaders who have a passion for working with schools and communities who are committed to ensuring all students achieve. Serving a population as diverse as ours requires creativity, commitment and vision. Will you join us?
Job Summary
Serves as lead personal secretary to cabinet and cabinet level administrators at salary grade 4034 and 4035. Manages unique and sensitive secretarial duties of a difficult or specialized nature. Composes correspondence, interacts with departmental managers and administrators on the behalf of administrative superior, and performs a variety of administrative clerical functions.
Essential Functions
- Handles all mail and correspondence for administrative superior including confidential documents; prepares correspondence for signature of superior; reads all incoming correspondence; routes items not requiring superior's attention to appropriate parties and/or composes responses.
- Schedules appointments and meetings for superior; coordinates schedules with meeting participants and arranges accommodations; prepares and disseminates when necessary, materials for meetings including agendas and handouts.
- Makes arrangements for conferences, meetings, and appointments.
- Responds to public inquiries on the telephone and in person; explains School District policies and procedures; researches various issues that may involve contacting internal and external sources; coordinates activities between functions/departments to facilitate problem resolution.
- Keeps informed of the location and actions of the administrator to provide notice of matters of an urgent nature.
- Prepares a variety of confidential reports.
- Prepares various forms including accounting and fiscal statements, records and vouchers.
- Performs incidental general office/secretarial duties such as, but not limited to, word processing, faxing and copying; maintains mail log and incoming and outgoing telephone log.
- Maintains updated and accurate files of general correspondence and business documents.
- Completes personnel requisition forms.
Other Functions
- May provide functional guidance to other clerical employees as assigned.
- May supervise subordinate clerical/secretarial staff.
- May determine the need for and prepare requisitions for services such as maintenance, repair and supplies.
- May coordinate all travel arrangements, including hotel and automobile rental reservations.
Minimum Requirements
- High school diploma or equivalent.
- Four years of full-time, paid, secretarial experience which has included the use of a personal computer to maintain records and prepare correspondence, reports, and spreadsheets.
Knowledge, Skills and Abilities
Demonstrated knowledge of:
- the operation and maintenance of standard office equipment.
- English language usage, spelling, and grammar.
- office practices and procedures.
- word processing software applications.
- spreadsheet software applications.
Ability to:
- type from a clear copy at a speed of not less than 60 net corrected words per minute.
- perform varied mathematical computations accurately and quickly.
- perform secretarial and clerical duties with speed and accuracy.
- review and proofread information.
- plan, organize and direct activities of clerical staff.
- follow written and verbal instructions.
- communicate effectively, both orally and in writing.
- establish and maintain effective working relationships.
Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
Nondiscrimination
The School District of Philadelphia provides equal employment opportunities to all employees and applicants for employment without regard to race, color, age, creed, religion, sex, sexual orientation, ancestry, national origin, disability, pregnancy, marital status, gender identity, or genetic information. Please refer to Board Policy 348 for further information regarding the District's commitment to Nondiscrimination in Employment Practices.
