771 Secretary, Director of Visual & Performing Arts

 

REPORTS TO:                 Director of Visual and Performing Arts                     

 

QUALIFICATIONS:          

  1. High school diploma or GED           

  2. Fifteen  semester hours of college credit; or 3 yrs of general clerical/secretarial experience.

  3. Keyboarding and computer proficiency, preferred         

  4. Have clerical/secretarial experience or background

  

JOB GOALS:                        

  1. To communicate with school, parents, community, and community leaders

  2. To assure the smooth and efficient operation of the office.

  3. To maintain a professional and cooperative atmosphere with colleagues at the administrative and campus level.

  4. To maintain budget reports, order supplies, and assist with special projects.

TERMS OF EMPLOYMENT:  Noncontractual (At-will); Clerical/Technical Paygrade 4 Estimated 226  days;   estimated  8 hours daily Wage/Hour Status:  Nonexempt

MAJOR RESPONSIBILITIES AND DUTIES
 

  1.  

Answer telephones, perform receptionist duties, and maintain files.

  1.  

Welcome and facilitate visitors; provide information or assistance as needed.

  1.  

Effectively communicate with staff and general public.

  1.  

Update, reorder, and maintain an adequate supply of all printed materials.

  1.  

Reserve meeting rooms, supply and coordinate materials for meetings, including media and printed materials; arrange food/drinks when appropriate.

  1.  

Maintain calendar of events and meetings; set appointments for director.

  1.  

Route all incoming correspondence; type, duplicate, and route all outgoing correspondence.

  1.  

Maintain budget records and balance monthly budget printout.

  1.  

Coordinates payroll for Fine Arts Facilitators' stipends.

  1.  

Process purchase orders, data processing orders, and materials/supplies orders.

  1.  

Maintains computer records of all inventory/purchases of equipment and instruments.

  1.  

Assists with bid preparation and compilation.

  1.  

Process service requests.

  1.  

Type agenda items for monthly Board of Trustees meetings, when needed.

  1.  

Arrange travel for professional meetings

  1.  

Arrange lodging accommodations.

  1.  

Prepare travel expense reports.

  1.  

Works closely with transportation department for bus schedules for related student events.

  1.  

Processes requests for money for travel expenses approved by supervisor.

  1.  

Notifies director when tasks are complete; demonstrates willingness to assist in other areas as needed.

  1.  

Limits personal telephone calls during the business day.

  1.  

Complies with directions and instructions from supervisors and performs other tasks and assumes such responsibilities as related to the position and assigned.

  1.  

Maintains positive and cooperative working relationships with colleagues and others in the conduct of district business and demonstrates teams work in daily activities.

  1.  

Is prompt and timely in completing assignments and attending to details accurately and efficiently.

  1.  

Is regular in attendance and complies with notification procedures for absences.

  1.  

Provides complete confidentiality in the conduct of district business.

  1.  

Compiles with district policies, as well as state and federal laws and regulations.

   28.

Adheres to the district's safety policies and procedures.

   29.

Participates in staff development training programs to improve job performance.

   30.

Participates in meetings and special events as assigned.

   31.

Assist in the coordination of students for Fine Arts events.

   32.

 Visit campuses, attend performances, make deliveries, video tape performances, and take pictures.

   33.

 If applicable, input, verify, or update PEIMS information as assigned.

 

EQUIPMENT USED:           Uses calculator, copier, typewriter, computer (Windows 2000, Office 2000, Microsoft Access, Excel, and iSeries preferred)  fax machine, and other office equipment.

 WORKING CONDITIONS: Mental Demands:  Reading; ability to communicate effectively (verbal and written) ; maintain emotional control under stress.; ability to perform basic arithmetic; ability to perform multiple tasks.   Physical Demands/ Environmental Factors:  Moderate standing, walking, stooping, bending, and lifting  works with frequent interruptions; repetitive hand motions; prolonged use of computer.

 The foregoing statements describe the general purposes and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.                                                                                       12/03 sr