HILLSBORO SCHOOL DISTRICT JOB DESCRIPTION Department Secretary 3 Business Office IMMEDIATE SUPERVISOR
Chief Financial Officer
GENERAL DUTIES Provide office management, secretarial and clerical work, recordkeeping, notary services, and organizational support for the Chief Financial Officer. Provide correspondence and reports, prepare purchase orders, and maintain files for the Chief Financial Officer. Communicate regularly with other departments and schools employing skill and judgment in the conduct of these contacts within established policies and procedures. ESSENTIAL REQUIREMENTS A. Minimum of a high school diploma or its equivalent B. Successful secretarial job experience, preferably at an administrative or supervisory level C. Knowledge of the general operation of a school district and the related secretarial duties D. Excellent written and oral communication skills E. Demonstrated computer skills including word processing (60 WPM), spreadsheets, data bases, and other pertinent applications F. Ability to interact in a positive and professional manner with the public and coworkers G. Ability to initiate projects independently and follow oral and written directions H. Ability to effectively work and communicate with students, parents, and school personnel from diverse cultures or backgrounds in English, Spanish, or other languages related to the job I. The ability to maintain effective, positive relationships with students, fellow employees and the general public ESSENTIAL RESPONSIBILITIES A. Receptionist for the Business Office, fielding basic information questions B. Prepare and distribute all correspondence C. Open and distribute mail D. Create financial information using Excel E. Prepare and distribute a monthly newsletter F. Provide receipts for incoming moneys G. Add new vendors and provide vendor maintenance in the financial system H. Assist in the preparation and distribution of audit documents I. Schedule appointments for the Chief Financial Officer J. Support the schools and departments when needed K. Manage petty cash for the Business Office L. Order supplies for the Business Office M. Cultivate and model a respectful working and learning environment Department Secretary 3- Business Office
Page 1 of 4
This organization believes that every individual makes a significant contribution to our success. That contribution should not be limited to assigned responsibilities. Therefore, this position description is designed to define primary duties, qualifications and job scope but should not limit the incumbent nor the organization to the work identified. It is our expectation that every employee will offer his/her services wherever and whenever necessary to ensure the success of the District’s goals.
Department Secretary 3- Business Office
Page 2 of 4
PHYSICAL REQUIREMENTS FOR ESSENTIAL RESPONSIBILITIES In 8-hour workday, this job requires: R – Rarely (Less than .5 hr per day) F – Frequently (2.5 – 5.5 hrs per day) NA – Not Applicable
Physical Requirements Sitting Stationary Standing Walking (level surface) Walking (uneven surface) Crawling Crouching (bend at knees) Stooping (bend at waist) Twisting (knees/waist/neck) Turn/pivot Climbing (stairs) Climbing (ladder) Reaching overhead Reaching extension Repetitive use arms Repetitive use wrists Repetitive use hands grasping Repetitive use hands squeezing Fine manipulation Using foot control *Pushing/Pulling Maximum weight: 40 lbs. *Lifting/Carrying Maximum weight: 40 lbs.
O – Occasionally (.5 – 2.5 hrs per day) C – Continually (5.5 – 8 hrs per day)
NA
R
O
F
C X
X X X X X X X X X X X X X X X X X X X X
*Identify items typically moved: ____________________________________________ _____________________________________________________________________
Department Secretary 3- Business Office
Page 3 of 4
WORK PLACE EXPECTATIONS A. Work effectively with and respond to people from diverse cultures or backgrounds B. Demonstrate professionalism and appropriate judgment in behavior, speech, and dress in a neat, clean, and appropriate professional manner for the assignment and work setting C. Have regular and punctual attendance D. Confer regularly with immediate supervisor E. Follow all District policies, work procedures, and reasonable requests by proper authority F. Maintain the integrity of confidential information relating to students, staff, or District patrons EMPLOYEE STATEMENT “I have reviewed the above position description and understand its contents” “I am aware that my position description may be revised or updated at any time and once notified of changes, I remain responsible for knowledge of its contents” “I hereby certify that I possess the physical and mental ability to fulfill the essential functions of the above position with or without reasonable accommodation(s). If I require accommodation(s) in order to fulfill any or all of these functions, I agree to provide information to the District regarding the requested accommodation(s)
_____________________________ Employee Name (print)
____________________________ Date
_____________________________ Employee Signature
____________________________ Date
Pay Grade: Last Revised:
Department Support G September 2013
Department Secretary 3- Business Office
Page 4 of 4
