Job Category
Paraprofessional
Exemption Status/Test
Non Exempt
Reports To
Director of Health Services
Date Revised
10/01/2015
Department
Health Services
Primary Purpose
Under moderate supervision, organize and manage the routine work activities of a central administrative department office and provide clerical support to a director or department head and other staff members.
Education Certification

High School Diploma or GED

Certified Educational Office Professional (CEOP), preferred

Special Knowledge/Skills

Advanced knowledge in Microsoft Office (Access, Excel, Outlook, Power Point, Publisher, Word) and Adobe Acrobat Pro

Expertise in MS Word form creation and editing, preferred

Oracle training and knowledge, preferred

Proficient skills in keyboarding, data entry, word processing, and file maintenance

Ability to prioritize workflow to address the multiple needs of the director or the department

Ability to multi-task numerous complex administrative activities

Basic bookkeeping skills

Effective communication and interpersonal skills

Initiative in performing routine office functions

Experience

Two (2) years secretarial experience, preferred

Major Responsibilities and Duties

Records, Reports, and Correspondence

  • Prepare correspondence, forms, reports, manuals and presentations for the department head and other department staff members.
  • Update, maintain and run reports from database for CPR trainees, AED units and nursing staff.
  • Compile, maintain, and file all reports, records and other documents as required.

Accounting

  • Perform routine bookkeeping tasks and maintain department budget records.  Prepare and process department purchase orders and payment authorizations.
  • Order and maintain inventory of office supplies and health services program equipment.
  • Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.

Other 

  • Answer and respond to incoming calls, take reliable messages and route to appropriate staff.
  • Maintain a schedule of appointments and make travel arrangements for department staff.
  • Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities and arranging equipment.
  • Receive, sort, and distribute mail and other documents to department staff.
  • Maintain confidentiality of information.

Supervisory Responsibilities:

  • None.
Tools/Equipment Used
Standard office equipment including personal computer and peripherals
Posture
Prolonged sitting; occasional bending/stooping, pushing/pulling, twisting
Motion
Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching
Lifting
Occasional light lifting and carrying (less than 15 pounds)
Environment
May work prolonged or irregular hours; occasional districtwide travel
Mental Demands
Work with frequent interruptions; maintain emotional control under stress