EL CAMPO INDEPENDENT SCHOOL DISTRICT                                                            JOB DESCRIPTION
Job Title:          Secretary – Transportation Director’s   Reports To:       Transportation Director Dept./School    Transportation Department	Wage/Hour Status:         Nonexempt Pay Grade:                      C/P 5 Days Employed:               226 Date Revised:                  July 12, 2018

 Primary Purpose:

Under moderate supervision organize and manage the routine work activities of the Transportation Department office and provide clerical support to the Director.

Qualifications:

Education/Certification:

High school diploma or GED

 

Special Knowledge/Skills:

Proficient skills in keyboarding, data entry, word processing, and file maintenance

Ability to use software to develop spreadsheets and databases and do word processing

Ability to prioritize workflow to address the multiple needs of the supervisor or the department

Ability to multi-task numerous complex administrative activities

Basic bookkeping skills

Effective communication and interpersonal skills

Spanish speaking prefered

 

Experience:

Two years secretarial experience

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.
2. Compile, maintain, and file all reports, records, and other documents as required.

Accounting

3. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.
4. Order and maintain inventory of office supplies and program equipment.
5. Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.

Other

6. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
7. Maintain a schedule of appointments and make travel arrangements for department staff.
8. Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
9. Receive, sort, and distribute mail and other documents to department staff.
10. Maintain confidentiality of information.
11. Perform other duties as assigned.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress