Job Title
Executive Secretary (Athletics)

District Name
THE SCHOOL DISTRICT OF PHILADELPHIA

Job Description Provides clerical support to administrators at salary grade 4030 or 4031.  Oversees all departmental clerical practices and procedures and performs varied clerical tasks which include typing, filing, scheduling and answering telephones.  Assignments shall be temporary and shall not extend beyond the term of the incumbent administrator who requested the assignment.

Essential Functions

• Types all correspondence which may include confidential correspondence as well as reviews and prepares a variety of reports for the administrator.
• Establishes and maintains clerical procedures for the department.
• Prepares various forms including accounting and fiscal statements, records and vouchers from a copy, rough draft or dictating machine.
• Assembles statistical information for various reports.
• Answers telephones and personal inquiries which require knowledge of School District policies and procedures; routes visitors and calls; secures and releases routine information.
• Operates a personnel computer to perform word processing and other functions relative to assigned work.
• Posts and maintains records for personnel, payroll, equipment, pupils and other areas as needed.
• Prepares requisitions for and maintains records of supplies and equipment.
• Regulates and schedules the administrator’s appointments.
• Operates copy and fax machines.
• May take dictation at conferences and School Reform Commission meetings.
• May train and oversee the work of clerical personnel in the department.
• May assist in the preparation of budget material.

Knowledge, Skills and Abilities
Demonstrated knowledge of

• office practices and procedures, and the operation and maintenance of standard office equipment.
• word processing functions on a personal computer.
• English language usage, spelling and grammar.

Demonstrated ability to

• type from clear copy at a speed of not less than 55 net corrected words per minute.
• use a personal computer and word processing software effectively.
• perform varied arithmetic computations accurately and quickly.
• maintain clerical records and prepare report forms.

 Ability to:

• train and oversee the activities of clerical personnel.
• communicate effectively, both orally and in writing.
• understand and carry out written and oral directions.
• establish and maintain effective working relationships.

Selection Process
Selected candidates will participate in an interview process.  Please note that not all qualified candidates may be selected for an interview. The selected candidate must have no anecdotal record on file and have not been subject to any disciplinary action within the past eighteen (18) months, and have an excellent record of attendance and punctuality during the last three (3) years (defined as no more than eighteen (18) occasions of lateness or absence for personal illness in the last three years (3) years with the exception of one extended long-term absence).

Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

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