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Secretary II - Continued Page 2. REPRESENTATIVE DUTIES - continued:Assist in the maintenance of department budgets; enter data into computer to charge appropriate accounts; review invoices, requisitions and purchase orders for accuracy, completeness and compliance with department and District policies; inspect and verify accuracy of District financial reports with office records; research and resolve discrepancies as needed. Perform advanced-level secretarial duties for a Director-level administrator of a major District function requiring independent judgment and analysis; plan, organize and coordinate office activities and communications to relieve the administrator of routine administrative and clerical details.

LOCAL DISTRICT CLASSIFICATION PLAN SUMMARY CLASS TITLE: SECRETARY II BASIC FUNCTION: Perform advanced-level secretarial duties for a Director-level administrator of a major District function requiring independent judgment and analysis; plan, organize and coordinate office activities and communications to relieve the administrator of routine administrative and clerical details. DISTINGUISHING CHARACTERISTICS: Secretary II incumbents report to a Director-level administrator with responsibilities for overall program administration of a large, complex District function and perform administrative assistance duties. Secretary I incumbents report to a District coordinator, specialist or other administrator having responsibility for a program of smaller size, complexity and impact and perform responsible administrative assistance duties. REPRESENTATIVE DUTIES: <ul><li>Serve as secretary to a District-level Director or administrator of a large, complex program or function; plan, organize and coordinate activities to relieve the administrator of routine clerical details.</li><li>Interview and screen callers and visitors, including students, teachers, administrators, parents, vendors and the public and provide information or direct to appropriate personnel; provide detailed and technical information concerning District policies, procedures and established regulations.</li><li>Communicate with parents and District personnel on confidential or sensitive issues; screen incoming calls to gather and exchange information.</li><li>Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters and notices; prepare Board agenda items and related materials as assigned; compose correspondence or prepare from rough draft.</li><li>Coordinate enrollment of elementary and secondary school students; during summer months process and register students for fall classes; coordinate the inter-district transfer of students into and out of the District; coordinate registration of foreign students into District schools and assure proper immigration documents are completed.</li><li>Type a variety of items including inter-office communications, requisitions, forms, letters, special projects, legal documents and other materials; establish, modify and maintain project and confidential filing systems.</li><li>Train and provide work direction to other clerical personnel as assigned.</li><li>Research and compile information and compute statistical data for federal, State and District reports and special projects as assigned.</li><li>Schedule meetings, conferences and appointments for the Director; maintain Director's calendar; arrange for conference rooms and refreshments; arrange and schedule travel accommodations as necessary.</li></ul>Secretary II - Continued Page 2 REPRESENTATIVE DUTIES - continued:<ul><li>Assist in the maintenance of department budgets; enter data into computer to charge appropriate accounts; review invoices, requisitions and purchase orders for accuracy, completeness and compliance with department and District policies; inspect and verify accuracy of District financial reports with office records; research and resolve discrepancies as needed.</li><li>Review or prepare a variety of materials and documents, including financial documents, invoices, inventory records and statistics; order supplies and materials and prepare purchase orders; assure adequate forms and supplies to support office operations.</li><li>Attend a variety of meetings; prepare and send out notices of meetings; collect and compile information for meetings, projects and workshops; prepare and distribute minutes.</li><li>Take and transcribe dictation of letters, reports, bulletins, meetings and memoranda as required; transcribe materials from dictation equipment as required; provide secretarial and clerical assistance to other staff as necessary.</li><li>Maintain a variety of complex personnel records, time sheets, lists, files and records, including confidential materials.</li><li>Compile data for budget; post and maintain budget and financial records of a variety of programs; monitor account balances and record expenditures.</li><li>Receive, open and screen incoming mail and independently compose replies according to established procedures.</li><li>Operate a variety of office equipment such as typewriter, computer terminal, FAX machine, copier and calculator.</li><li>Coordinate communications between supervisor and other District staff and the public.</li><li>Perform related duties as assigned.</li></ul>KNOWLEDGE AND ABILITIES: KNOWLEDGE OF:<ul><li>Modern office practices, procedures and equipment.</li><li>Applicable sections of Kentucky Administrative Regulations and other applicable laws.</li><li>District organization, operations, policies and objectives.</li><li>Organization, rules, regulations and programs related to an assigned office or function.</li><li>Operation of a computer terminal and data entry techniques.</li><li>Software applications used by the District, including word processing and spreadsheets.</li><li>Financial and statistical record-keeping techniques.</li><li>Basic budget monitoring and control.</li><li>Telephone techniques and etiquette.</li><li>Financial and statistical record-keeping techniques.</li><li>Correct English usage, grammar, spelling, punctuation and vocabulary.</li><li>Interpersonal skills using tact, patience and courtesy.</li></ul>ABILITY TO:<ul><li>Perform advanced-level secretarial duties requiring independent judgment and analysis.</li><li>Plan, organize and coordinate office activities and communications to relieve the Director of routine administrative and clerical details.</li><li>Work independently with little direction.</li></ul>Secretary II - Continued Page 3 ABILITY TO - continued:<ul><li>Type at an acceptable rate of speed.</li><li>Analyze situations accurately and adopt an effective course of action.</li><li>Compose independently or from oral instructions letters, memos, bulletins or other material.</li><li>Read, interpret, apply and explain rules, regulations, policies and procedures.</li><li>Maintain records and prepare reports.</li><li>Communicate effectively both orally and in writing.</li><li>Meet schedules and time lines.</li><li>Add, subtract, multiply and divide quickly and accurately.</li><li>Establish and maintain cooperative and effective working relationships with others.</li></ul> EDUCATION AND EXPERIENCE: Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and three years of increasingly responsible secretarial and clerical experience. LICENSES AND OTHER REQUIREMENTS: Some positions in this class may be required to take and transcribe shorthand at an acceptable rate of speed.

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Secretary II Hardin County Schools

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