Spanish bilingual preferred.

JOB SUMMARY

The Administrative Secretary II is responsible for performing office management activities that will ensure the smooth and efficient operation of the Division and will provide support to the Chief Academic Officer.  This position regularly exercises independent judgment and discretion in efficiently and effectively accomplishing complex and difficult tasks in support of the office.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  (other duties as assigned)

• Maintains confidentiality of all confidential material; displays unquestionable integrity.
• Maintains general information and knowledge of District operations.
• Records notes by shorthand, oral dictation or speedwriting.
• Accurately prepares reports from raw data, which include generating charts and graphs on the computer.
• Deals extensively with all levels of District staff and the community.
• Prepares letters and communication from shorthand notes or dictated tapes.
• Processes mail for the Assistant Superintendent, sorting and arranging for immediate attention, appending and attaching relevant materials from files or records and interpreting incoming messages and correspondence.
• Gives and receives information requiring independent judgment or discretion regarding the specific business of the district, by telephone or direct personal contact.
• Prepares and writes routine correspondence dealing with subject matter using discretion and judgment, replying to inquiries presenting or requesting information.
• Types a variety of forms, reports, and records from a variety of primary reference sources.
• Maintains files, keeps current by entering data, reviews and examines for errors and correction in accordance with established practice.
• Can prioritize multiple tasks; work under stress; can work with frequent interruptions.
• Confers with CAO concerning work priorities.
• Maintains appointment schedule for the CAO.
• Calculates and computes expenses, receipts and other data for daily and periodic records.
• Maintains department budgets.
• Can query District data systems for needed information.

SUPERVISORY RESPONSIBILITIES:

• No direct supervisory responsibilities.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of:

• Generating business correspondence.

Skilled in:

• Microsoft Word, Excel, PowerPoint, and Publisher.

Ability to:

• Produce effective written correspondence and reports in a timely manner.
• Prioritize multiple tasks.
• Effectively engage with staff and the public.
• Deals extensively with all levels of District staff and the community.

 Core Competencies:

- Communication                 

- Problem Solving                           

- Flexibility                   

- Multi-tasking

PHYSICAL DEMANDS & WORK ENVIRONMENT:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand and talk or hear and sometimes walk and sit.  The employee must use hands, arms and fingers to input data, handle, feel or reach; employee may occasionally push or lift up to 50 lbs. such as boxes, supplies, etc.  Specific vision abilities required by this job include close vision such as to read handwritten or typed material, and the ability to adjust focus, close vision, distance vision, color vision, peripheral vision and depth perception.

The noise level in the work environment is moderate to loud and can vary in temperature. The nature of this position is fast-paced and may occasionally be thought of as stressful. Through interaction with the public and other district employees, the employee may encounter different scents.

WE ARE PHOENIX #1!

At Phoenix Elementary School District #1, we are Inspiring Every Child to Achieve, educating the future leaders of Phoenix! We’re looking for passionate people who want to shape the future to join in our mission. The education of our children is a shared responsibility among our community, and we encourage you to apply for the opportunity to be part of that.

Every member of our Phoenix #1 family—from our top leadership team to our bus drivers, our nutrition team to our nurses, and our teachers to our technology gurus is shaping the lives of our students every day.  It’s not just our work; it is our passion!

We are a Pre-Kindergarten through 8th grade school district in Phoenix, Arizona, established in 1871 as the first free public school district in Arizona. The district boundaries cover an area from 16th Street to 23^rd Avenue, and Buckeye Road to Thomas Road.

WHAT YOU’LL LOVE ABOUT US:

Our 14 schools are in the heart of hip Phoenix.

We are educating the future leaders of Phoenix.

We are accessible by Phoenix Light Rail.

We want you to relax and refuel with healthy vacation time.

We have University partners that offer discounted tuition.

NOTICES

The statements in this job description describe the essential function and requirements as assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required. Job descriptions are subject to change. Employees must be able to pass a pre-employment drug test and extensive fingerprint and background check. Discrimination against an otherwise qualified individual with a disability or any individual by reason of race, color, religion, sex, sexual orientation, gender identity gender expression, age, or national origin is prohibited. Efforts will be made in recruitment and employment to ensure equal opportunity in employment for all qualified persons.PESD1 is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Lauren Pagnotta, HR Coordinator, at (602) 257-6072 at least 3 days in advance.

This position is a grade 12 on the Support Staff Non-exempt Salary Schedule. Placement range is based on relevant experience between $17.23 and $18.98 per hour.