Job Title: General Secretary Technical Services

Duty Days: 240

Pay Grade: C04

Salary Schedule:  Click for Salary Schedule

Primary Purpose: 

The General Secretary for Technology is responsible for providing a full range of administrative secretarial and clerical functions for the Technology Services Division. The individual in this role provides support in areas such as payroll, correspondence, report preparation, inventory management, quote management, budget maintenance, and information dissemination. This position promotes positive public relations for the Technology Services Division

Qualifications:

      Education/Certification:

• High School diploma or GED
• Associate's Degree or some college hours preferred

      Special Knowledge/Skills:

• Proficient with Microsoft Office suite (Word, Excel, Power Point, Outlook)
• Ability to manage an office, answer the phone, and greet all guests in a professional, friendly, and helpful manner
• Ability to demonstrate a high level of reliability and maintain regular, punctual attendance
• Ability to react to request immediately with clear outcomes
• Ability to type an average of 50 - 60 WPM with high accuracy rate
• Proficient in using the Lawson Enterprise System preferred
• Ability to prepare and finalize written materials, including letters, agendas, minutes, presentations, and reports
• Ability to review, proofread, and edit materials to ensure they are grammatically correct, factual, and in an approved format
• Ability to maintain a high level of confidentiality with information, records, files and reports
• Ability to set priorities, handle multiple assignments, and make decisions with regard to District policies
• Strong organizational and problem-solving skills, detail oriented
• Strong communicator with excellent manners and knowledge of business etiquette

Major Responsibilities and Duties:

1. Provide administrative assistance and secretarial support to Technology Leadership and staff
2. Maintain a high level of confidentiality
3. Assist with budget management, process requisitions and invoice payments
4. Request quotes and maintain good vendor relations
5. Maintain accuracy with District inventory
6. Upload bar codes, serial numbers, and technology item descriptions in the Lawson system
7. Maintain asset numbers for technology devices and equipment
8. Develop documentation and presentation materials as needed
9. Create and publish detailed notes from key meetings
10. Keep up to date with daily and weekly events on calendar
11. Ensure important and time critical messages are brought to the attention of Technology Leadership
12. Liaise with other Secretaries across the District to maximize effectiveness and build relationships
13. Set appointments for various meetings including securing room reservations, identifying equipment needs, and arranging refreshments ard/or meals as needed
14. Arrange meeting spaces, turn on and test audiovisual and technical equipment before the meetings begin, ensuring rooms are ready to start on time
15. REceive and distribute incoming mail
16. Track staff absences, process timesheets, and maintain an absence/vacation calendar for Technology Leadership
17. Maintain the calendar for the Technical Services conference room
18. Process work orders for maintenance work as needed
19. Assist with the On-boarding of new employees
20. Perform other duties and accept other responsibilities as assigned by the Associate Superintendent of Business & Technology Services and the Chief Technology Officer

Working Conditions:

      Mental Demands:

      Ability to communicate effectively (verbal and written); maintain emotional control

      under stress, interpret policy, procedures, and data; coordinate district functions

      Physical Demands/Environmental Factors:

      Frequent prolonged and irregular hours; repetitive hand motions; prolonged use of

      computer; steady phone interactions; moderate standing, walking, and bending. Must

      be able to lift at least 50 pounds

June 28, 2018