2024 - 2025 School Year 

(Posted: 11/19/2024)

POSITION:  Office Professional D - Human Resources Department 

QUALIFICATIONS:  High school diploma or equivalent (years of post-secondary education may substitute for one year of clerical experience).  Associates Degree or 60 college credits.  Five years of experience, prefer at least one year in a position above entry level. Must have ability to type 55 wpm. 

Application Submission Procedure – External Candidates

• To ensure full consideration, please complete our online application.
• Applications are accepted only through this process-mailed or emailed application materials will not be considered.
• Upload letter of interest and resume.
• All documents are required-partial or incomplete application materials will not be considered or reviewed; please make sure that all documents are uploaded appropriately.

Application Submission Procedure – Internal Candidates 

• To ensure full consideration, please click the Employment icon located in the black icon bar at the top right of the website.
• Under Apply for Jobs - Internal, click online application. New applicants will then create an internal profile by first clicking Yes, I am an employee.
• Once logged in, click on “Job Listings” and apply for the position.

SALARY: Dependent on experience and salary schedule. Additional $1,000 stipend possible for bilingual Spanish speaker.

FULL-TIME JOB:  12 - Month Period

DEADLINE:  December 3, 2024

JOB DESCRIPTION

JOB TITLE:  Office Professional - D     Human Resources Department

Job includes a variety of clerical and secretarial duties.  Performing these duties requires initiative analysis, independent judgment, assuming responsibility and making decisions within established policies.  Duties also frequently require the discreet and tactful handling of sensitive, confidential, and legal material.  Extensive interaction with diverse publics in person and by phone must be handled effectively and efficiently.

REPORTS TO:                  Department Supervisor                                  

EXAMPLE (S) of WORK PERFORMED:

• Receives inquiries by telephone and in writing. Determines purpose of inquiries, provides                                            information directly as experience and knowledge of practice permit, or refers to appropriate party.
• Initiates contacts and transacts business with outside agencies and parties.
• Assists with organizing work load in office, carries out priorities and meets deadlines.
• Composes correspondence/transcribes supervisor’s notes, which may involve a specialized vocabulary.
• Prepares and processes forms and correspondence within framework of established policies and procedures, and sometimes involving confidential material.
• Maintains confidentiality of personnel records, documentation, and interactions with employees and district applicants. Verifies and maintains employee background checks and certification/licensure records.
• Maintains, trouble shoots and corrects employee electronic applications, onboarding documentation and evaluation systems
• Types, prepares, edits, and proofreads in final form a variety of materials for approval by supervisor, printing, and distribution.
• Assists in compiling and adjusting budget. Enters electronic requisition orders and other entries into computer and monitors/tracks budget information on computer.
• Maintains data base, generates and distributes related reports as directed.
• Assists with registration, travel accommodations, and advances for staff. Submits approved authorization and receipts for payment or reimbursement.
• Helps to organize job fair efforts.
• Manages volunteer background checks.
• Maintains supervisor’s schedule of appointments and makes arrangements for meeting rooms.
• Processes mail, email, and fax correspondences in a confidential and efficient manner
• Establishes and maintains files. Recognizes sensitive material and information and maintains its confidentiality.
• Informs supervisor about issues and concerns, which he/she needs to know about.
• Assumes leadership role in the on boarding, training and instruction of new employees in the office.
• Monitors and arranges for maintenance of department equipment, e.g., computers, typewriters, copiers, printers, transcribes, etc.
• Initiates, organizes, manages and maintains data.
• Monitoring of inventory and ordering of office supplies equipment.
• Operates standard office equipment, e.g., calculator, copy machine, document scanner, computer, etc.
• Assumes leadership role in office practice improvement team.
• Performs searches and accesses information on the Internet.
• Prepares reports in a timely manner with attention to detail, ensuring accurate information.
• Performs other related work as assigned.

Secretary D – continued page 2

ESSENTIAL FUNCTIONS: (*)

(*)  When a specific assignment has additional or different ESSENTIAL FUNCTION requirements, the differences will be discussed at the time of assignment.

• Regular attendance is required to provide support to the students and professional staff.
• Requires travel to work sites within a building. (Mobility)
• Reviews and interprets printed reports to obtain information necessary for decision-making, planning and management in assigned area(s). (Reading Requirement)
• Prepares and maintains written reports. (Writing Requirement)
• Provides written procedures for plan preparation and implementation. (Writing Requirement)
• Communicates with departmental staff concerning proper procedures necessary for the department efficiency. (Communication Requirements)
• Visually obtains information from computer monitor. (Sight Requirement)

Physical Demands (Strength)

                -Exerts 20 to 50 pounds of force occasionally, and/or

                -Exerts 10 to 25 pounds of force frequently, and/or

                -Exerts greater than negligible up to 10 pounds constantly.

                -Ability to sit for extended periods of time.

                -Ability to view large volumes of written materials via computer screen and/or

                 Records/correspondence/documentation for extended periods of time.

KNOWLEDGE, SKILLS, and ABILITIES:

• Ability to establish and maintain positive working relationships with other employees and the public.
• Knowledge of current office practices, procedures and equipment.
• Knowledge of business English, spelling and arithmetic.
• Knowledge of the principles of office management.
• Skill in word processing accurately when composing or working from rough draft at a working rate of speed.
• Skill in the application and interpretation of department policies and procedures.
• Ability to understand and follow written and oral directions.
• Ability to check numbers and written material for accuracy.
• Ability to make arithmetic computations and tabulations accurately with reasonable speed.
• Ability to maintain clerical records and to prepare reports from varied statistical and accounting information.
• Ability to carry out secretarial duties independently and handle correspondence without review.
• Ability to perform word processing and data entry tasks with speed and accuracy.
• Ability to prioritize work to meet goals on a timely basis.
• Ability to instruct other clerical staff effectively.
• Ability to develop, layout and implement clerical procedures from general instructions.
• Ability to communicate effectively both orally and in writing.
• Ability to use coding and filing schemes.
• Ability to independently solve problems and make decisions.
• Ability to use district software packages.
• Ability to assume leadership role in data management systems.
• Working knowledge of computer word processing systems, spreadsheet applications, Microsoft office (Word, Excel, Access, and PowerPoint) and the data base systems.

                Vocational Preparation: (Experience)

                Five years experience, prefer at least one year in a position above entry level.

                55 wpm

                Education Preparation: (Formal and Informal)

High school diploma or equivalent (years of post secondary education may substitute for one year of clerical experience).

Associates Degree Preferred

WORK ASSIGNMENTS AND EVALUATION:

Secretarial/clerical responsibilities are assigned upon employment.  Work duties may be assigned verbally and in writing.  Secretarial/clerical work involves ongoing contact with supervisor.  Employee in this position is evaluated annually (minimum).