Secretary III External 11.20.24

Job Summary

Under general supervision, performs responsible secretarial and clerical work of considerable variety and complexity for an administrative office within the Duval County School Board. Work requires independent judgment and discretion. Duties involve a high degree of initiative and independence and a technical knowledge of the policies and procedures of the department's functions and operations. Work requires knowledge of Business English and office practices and procedures, and involves the operation of standard office equipment such as personal computer, dictaphone, typewriter, copier, telephone and calculator. Originality and judgment are required in interpreting and applying policy and procedures to unusual situations and in handling problems of work organizations and procedures. May supervise subordinate employees. Only projects that entail technical or confidential matters are given close attention by the immediate supervisor. This class lies above that of School Secretary II and below that of School Secretary IV.

Essential Functions

1. Types correspondence, articles, reports, manuals, and other materials on general or technical subjects; proofreads for accuracy and completeness.

2. Composes correspondence of a non-technical nature for supervisor's signature.

3. Receives and reads incoming mail, screens items for handling, and forwards the rest to the supervisors or subordinates with the necessary background material.

4. Maintains control records on incoming correspondence and action documents and follows up on the work in process.

5. Maintains supervisor's calendar by scheduling appointments and conferences with or without prior clearance and keeping supervisor apprised of scheduled appointments and meetings.

6. Makes travel arrangements and coordinates logistical details for meetings.

7. Prepares, assembles and processes documents and related materials for appropriate disposition; monitors submission deadlines and time frames.

8. Performs research on special topics, projects, problems and compiles data on findings for review.

9. Establishes maintains and updates filing systems; may maintain fiscal records.

10. Edits and proofreads correspondence and other documents generated by the office.

11. Greets the public, answers the phone and answers questions requiring interpretation of organization practices and procedures.

12. Handles or has limited access to departmental records and information of a confidential and/or sensitive nature.

13. Operates personal computer, dictaphone, typewriter, copier, calculator, telephone and other standard office equipment. 14. Schedules, assigns, monitors and reviews the work of others.

15. May take and transcribe notes for meetings, correspondence, legal documents and reports.

16. Performs related work as required.

Probation: One (1) year

Qualifications

Open Requirements: Must have three years work experience in a clerical and/or secretarial field. Successfully completed job-related college-level course work such as Business Mathematics, Business Communication, English Composition, Accounting, Finance, Office Management, and Computer Science may substitute for up to two years of the required experience on the basis of three semester hours for six months of experience. Must be able to type at a rate of 30 correct words per minute

Promtional Requirements: All permanent employees of the Duval County Public School System who have served for one year in the class of Secretary II, School Clerk II, *School Secretary/Bookkeeper and *comparable clerical /secretarial classes may apply. Must be able to type at a rate of 30 correct words per minute.

Licensing: NA

Knowledge, Skills, and Abilities

• Knowledge of the procedures, functions and specialized terminology of division or department to which assigned.
• Knowledge of office practices and procedures.
• Knowledge of Business English and arithmetic.
• Skill in composing routine correspondence.
• Skill in operating standard office equipment such as personal computer, dictaphone, typewriter, copier, calculator and telephone.
• Ability to perform research, compile data and report findings.
• Ability to establish, update and maintain filing systems.
• Ability to read, comprehend and apply job related material.
• Ability to communicate effectively.
• Ability to handle confidential information with discretion.