SECRETARY (Department of Curriculum & Instruction)

Chesapeake Public Schools

JOB DESCRIPTION

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

GENERAL SECRETARY

Department: Curriculum and Instruction

Pay Grade: U108

FLSA Status: Non Exempt

GENERAL PURPOSE

This position performs intermediate, skilled clerical work while performing a variety of secretarial and clerical tasks in an office environment. Work is performed under regular supervision.

ESSENTIAL JOB FUNCTIONS

• Serves as secretary to a program or department supervisor, coordinator, or related position.

• Assists in managing departmental budgets, including tracking expenditures, processing purchase orders, and reconciling accounts to ensure accuracy and fiscal compliance.

• Works with the supervisor to coordinate the ordering, inventory, distribution, and movement of instructional materials; processes work orders; requisitions supplies and materials for the department; serves as a primary point of contact for textbook coordinator regarding warehouse operations and vendor delivery issues.

• Independently manages administrative projects, including scheduling, progress tracking, and report generation, requiring cross-departmental collaboration with instructional supervisors and support staff.

• Proficiency in modern office software suites (e.g., Microsoft 365, Google Workspace) and the ability to learn and manage specialized information systems (e.g., payroll, inventory, or student management databases).

• Demonstrated ability to facilitate communication across multiple departments and external vendors, managing sensitive information with high levels of discretion and accountability.

• Ability to analyze data and operational procedures to identify inefficiencies and recommend improvements to departmental processes.

• Greets visitors and answers the telephone; provides information.

• Prepares and maintains files and records.

• Types general correspondence, memorandum, reports, schedules, contracts, purchase orders, and other materials from rough draft, copy, marginal notes, or verbal instruction.

• Responds to inquiries about programs, qualifications, test requirements, procedures, and policies.

• Maintains appointment calendar; schedules appointments and meetings; maintains travel records.

• Checks and reviews a variety of data for accuracy, completeness, and conformance to established standards and procedures.

• Collects and prepares data for records and reports.

• Makes arithmetical calculations.

• Processes personnel forms and payroll records.

• Receives, sorts and processes mail.

• Processes vandalism, accident and workers' compensation forms.

• Operates standard office, word processing, and data processing equipment.

• Performs other related duties as required/assigned.

MINIMUM QUALIFICATIONS

• High school diploma or its equivalent.

• At least one year of clerical and secretarial experience.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of standard office practices, procedures, equipment, and secretarial techniques.

• Knowledge of business English, spelling, and arithmetic.

• Knowledge of agency programs and policies.

• Skill in typing accurately and at a reasonable rate of speed.

• Skill in making arithmetical calculations.

• Skill in operating a variety of office equipment.

• Skill in the use of data and word processing equipment.

• Ability to meet the public effectively.

• Ability to establish and maintain effective working relationships with others.

• Ability to follow oral and written instructions.

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

• Work environment is primarily inside, where the noise and temperature levels are moderate; the worker is not subject to adverse environmental conditions.

• This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects.

• Work requires stooping, kneeling, crouching, reaching, pulling, lifting, fingering, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly; hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or to make fine distinctions in sound; visual acuity is required for preparing and analyzing written or computer data, operation of machines, and determining the accuracy and thoroughness of work.

• Vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.