Under general supervision of the Site Administrator, the School Secretary provides administrative support for the department that assists in achieving the overall department goals and objectives. Assists with a variety of administrative office tasks and special projects that ensure the efficiency and improvement of department practices and procedures.
Primary Job FunctionsPrimary functions may include the following tasks, knowledge, abilities, skills, and other characteristics. This list of
tasks is ILLUSTRATIVE ONLY and is not intended to be a comprehensive listing of tasks performed by all positions within this classification.
Essential Components of the Job- Provides administrative support and clerical services for the Administrator to include the development and maintenance of computerized administrative data and information system, receptionist duties, maintenance and distribution of written reports (Excel and Access integration) and communications, word processing, typing, and other basic office management services.
- Answers phone calls to provide requested information, directs calls to appropriate staff member, and/or takes messages for absent staff member; maintains schedules/appointment calendars and itineraries for supervisory/administrative/teaching staff. Provide assistance in scheduling of travel, meeting, and other scheduling on behalf of the administrator and staff.
- Assists the Registrar/Attendance Clerk, as needed, in ensuring that a transferring student’s records are obtained from the previous school and, in turn, the withdrawing student’s records are sent to receiving school in a timely manner, and all student records have information put into the database promptly.
- Maintains the main office and/or administrative office of the administrator in a positive, attractive, and welcoming manner.
- Maintains unit files by organizing and filing forms, correspondence, records, reports and/or related information alphabetically, numerically, or in accordance with another established system; retrieves information from files in response to requests from administration ; compiles statistics and information as directed; maintains confidentiality and security of files/records.
- Types letters, memos, reports, and/or other documents using a personal computer; enters information into a database on a personal computer; photocopies appropriate information
- Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
- Serves as the back-up time keeper
- Organizes meetings for the administrative staff
- Attends staff meetings/committee meetings as requested to record decisions and actions of these groups via minutes etc.
- Provide contracts administration support including tracking, verification of information, creating drafts, etc. Develops, coordinates, and monitors a system for the tracking and organization of draft, pending, and approved contracts and notifies contract owners when contracts are due for renewal.
- Provide administrative support for strategic special projects, including but not limited to analysis, organization, facilitation and execution which align with the board strategic plan, goals and performance measures.
- Prepares, collate and distribute school staff meeting notes, committee meeting notes, minutes, agendas, and School staff and School Board member information.
- Oversees school receptionists and offices assistants.
- Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
Knowledge, Skills, Abilities and Other CharacteristicsA willingness to learn and understand:- The history, culture, traditions, and customs of the Salt River Pima-Maricopa Indian Community
Knowledge of:- Office management and general office practices and procedures
- Programs and staff and the services to which assigned
Skilled in:- Filing, recording, and scheduling
- Intermediate level of Microsoft Office Suite, internet and basic software applications
- Interpersonal communications
- Customer service
- Operation of standard office equipment
- Recording meeting minutes
- Multitasking
- Listening and communicating effectively at all levels of the organization and Community
- Preparing written correspondence and reports
- Using the personal computer and related software including MS Office Suite
Ability to:- Type 40 net words per minute
- Effectively handle complex assignments
- Abilities in preparing exceptional correspondences, reports, etc., utilizing correct grammar, punctuations, spelling and organization.
- Abilities in understanding, interpreting, and explaining technical and non-technical information.
- Abilities in organizing work priority and meet frequent deadlines.
- Clearly communicate verbally and in writing
- Adapt to changing work situations and assignments
- Work effectively and calmly in a high-stress work environment
- Respond to inquiries in a timely, accurate and courteous manner
- Read, comprehend, interpret and follow complex verbal and written instructions
- Take and prepare accurate and timely meeting notes
- Use initiative and independent judgment and recognize when to escalate matters to appropriate personnel
- Be flexible, adaptive and work effectively in a fast-paced environment
- Function effectively in a professional, friendly & outgoing manner
- Lift & carry 25 lbs.
Education & Experience: Associates degree in Secretarial, Office Management, Business, or other applicable degree program three (3) years of experience performing a variety of secretarial and administrative support duties; or Associate's degree in Secretarial, Office Management, Business, or other applicable degree program. Demonstrated competency in office management, computer system operation, typing (minimum of 45 wpm), filing, recording, scheduling, recording meeting minutes, and other applicable skills required. Prefer one (1) year of experience working with children or youth in an educational setting.
Equivalency: Any equivalent combination of education and experience that will allow the applicant to satisfactorily perform the duties of the job may be considered when filing the position.
Underfill Eligibility: An enrolled Community Member whom closely qualifies for the minimum qualifications for a position may be considered for employment under SRPMIC Policy 2-19, Underfill.
Special Requirements – Due to the confidential and sensitive nature of this position, successful completion of an extensive background investigation is required. Incumbent is required to pass a basic physical examination and provide proof of immunizations at time of hire.
Follow-up physical examinations and current immunizations are required and must be completed to maintain good employment status. Maintaining booster shots on immunizations and taking a TB skin test or x-ray annually is also required. Documentation of the above medical actions is absolutely essential for the file and for the health of the children in the Early Childhood Education Program. Incumbent must also obtain First Aid and CPR certification within the first three (3) months of employment from the date of hire and maintain certification subsequently.
- At the time of hire, the incumbent must pass a basic physical examination and produce proof of a negative TB clearance and current immunizations, as well as fingerprint clearance.
Driving Requirement:This job description does not require the incumbent to drive; however, any employee who chooses or is asked to drive any vehicle for work related community business must receive written annual authorization to do so. For clarification, work related community business includes driving to and from SRPMIC government sites and buildings.
Terms of Employment: This position is treated as a full-time non-exempt position scheduled for 40 hours per week.
Must be able to pass a Pre-Employment Drug Test and extensive Fingerprint and Background Check. Employee is Subject to Random Drug Testing and completion of a Background Check every five (5) years.Employment preference is given in the following order:
1) Qualified Community Member 2) Qualified Native American, and 3) Other Qualified Applicant.
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.
Terms of Employment: This position is treated as a full-time non-exempt position scheduled for 40 hours per week. Prior to hire as an employee, applicants will be subject to drug and alcohol testing. Will be required to pass a pre-employment background/fingerprint check.
"SRPMIC is an Equal Opportunity/Affirmative Action Employer" Preference will be given to a qualified: Community Member Veteran, Community Member, Spouse of Community Member, qualified Native American, and then other qualified candidate.
In order to obtain preference, the following is required: 1) Qualified Community Member Veteran (DD-214) will be required at the time of application submission 2) Qualified Community Member (must provide Tribal I.D at time of application submission),3) Spouse of a Community Member (Marriage License/certificate and spouse Tribal ID or CIB is required at time of application submission), and 4) Native American (Tribal ID or CIB required at time of application submission).
Documents may be submitted by one of the following methods:
1) attach to application
2) fax (480) 362-5860
3) mail or hand deliver to Human Resources.
Documentation must be received by position closing date.
The IHS/BIA Form-4432 is not accepted.
Your Tribal ID/CIB must be submitted to HR-Recruitment-Two Waters.
