Supervisor's Secretary - Special Services

Job Summary

Schedules appointments, gives information to callers, prepares reports, and otherwise relieves managers of clerical work and minor administrative and business detail by performing the following duties.

Essential Duties And Responsibilities

• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by employer. Can create, modify, save, and retrieve electronic mail and documents.
• Composes and types routine correspondence. Understands word processing programs and can create, modify, save, and retrieve documents.
• Files correspondence and other records. Understands file structures and extensions and can save and relocate digital documents.
• Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.
• Schedules appointments and handles correspondence with outside agencies.
• Greets visitors, ascertains nature of business, and conducts visitors to employer or appropriate person.
• Arranges travel schedule and reservations.
• Compiles and types statistical reports. Creates and manipulates spreadsheets and functions in the Microsoft Excel environment.
• Records minutes of staff meetings.
• Makes copies of correspondence or other printed matter.
• Understands databases and can function in Microsoft Access or a similar database program.
• Prepares outgoing mail.
• Is willing to learn new processes and software and learns quickly. Performs general tasks related to keeping technical equipment updated.
• Understands preparation and format of legal documents.

Non-Essential Duties And Responsibilities

• Other duties as assigned.

Qualification Requirements

Education & Experience

• One-year certificate from technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.

Language Skills

• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations.

Mathematical Skills

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

Reasoning Ability

• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Physical Demands

• While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to use hands to finger, handle, or feel objects, tools, or controls and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. Employee is required to occasionally climb stairs, bend and stoop.
• The employee must frequently lift, push, pull and/or move up to 10 pounds. Employee must occasionally lift, push, pull and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

• The noise level in the work environment is usually moderate.
• The employee is occasionally exposed to outside weather conditions for short periods of time.

Salary

• Salary schedules are found on the main Decatur City Schools website, available here. (Please right-click and select Open in New Tab to view our salary schedules.)
• Listed below are items that may be necessary to complete your employment process in order to compute your annual salary. It is your responsibility to provide us with this requested information in order to receive your accurate salary.
• We need verification of previous public school teaching experience. Use the following information when requesting verification of experience from your past employment at other boards of education:
• Within the state of Alabama, experience must be verified on Supplement EXP
• Outside the state of Alabama, we must have a letter (on school district letterhead) or public school district form showing beginning and ending dates stating your years of service and position held while employed
• Credit is awarded for public school experience only, private, parochial, or similar experience will not be accepted
• Experience must be full time at least 50%-100% of the academic year
• Administrative credit will be awarded only for experience in the same position, i.e., principal for principal position as stated in the salary schedule
• Transfer Sick Leave: If you have sick leave from another state school system or from another state of Alabama agency, you must have a Sick Leave Transfer form sent from your previous employer to our Human Resources department

Equal Opportunity Employer

The preceding job description has been designed to indicate the general nature and level of work performed by an employee(s) within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of an employee(s) for this job.

The Decatur City School System does not discriminate on the basis of race, color, disability, sex, religion, national origin, or age in its programs, activities, or employment and provides equal access to the Boy Scouts and other designated youth groups. The Title IX Coordinator for Decatur City Schools is responsible for handling inquiries regarding the non-discrimination policies. The Title IX Coordinator can be reached by calling the Decatur City Board of Education at (256) 552-3000.