ADMINISTRATIVE SECRETARY I, PUBLIC SAFETY & SECURITY AND HUMAN RESOURCES SUPPORT

Full-Time and Permanent; Non-Exempt; 7.5 Hours/Day; 252 Days/Year; 12 Months/Year; Grade HH

General Responsibilities

Provides administrative secretarial support to the Office of Public Safety & Security and the Department of Human Resources (front desk). An employee assigned to this position serves as personal secretary to one or more coordinators, managers, or equivalent administrative level position(s), relieving supervisors of routine administrative tasks. Duties also include managing office and/or department clerical and administrative support activities and ensuring smooth and efficient operation of the office and/or department, applying knowledge of school system operations and procedures and exercising judgment in establishing/adapting work procedures. The work requires frequent contact with a variety of stakeholders, including but not limited to senior-level school division administrators and the public. It also requires the handling of unusually difficult, complex, and confidential matters. Assignments are usually received in the form of general outlines and written procedures. Employees frequently work independently when disseminating information and responding to internal and external stakeholders.

Work is performed under general supervision of the Director of Public Safety & Security, the Assistant Director of Public Safety & Security, and/or the Director of Human Resources, depending upon the task or activity assigned. The Administrative Secretary I provides administrative secretarial support by ensuring that the administrative tasks of the Office of Public Safety & Security and the Department of Human Resources (front desk) are carried out in an orderly and professional manner.

Education and Experience

Graduation from high school, including or supplemented by courses in business, technology, or a related field; considerable, progressively more responsible clerical or secretarial experience, some of which shall have been at the level of Clerical Specialist II, preferably in a similar setting; or any equivalent combination of education and experience that would provide the required knowledge, skills, and abilities.

Essential Job Functions

• Plans, initiates, and carries to completion administrative secretarial support activities.

• Develops, monitors, and modifies office procedures, and organizes office projects and processes.

• Screens telephone calls and mail, personally responding to those that can be handled at the secretarial level and forwarding the remaining calls/mail to the appropriate staff member, with pertinent background information.

• Screens visitors, assisting independently when appropriate, referring to others as required, and/or arranging appointments when needed.

• Drafts, proofreads, and/or distributes a variety of correspondence and reports. Prepares and processes documents, including reports, memos, and correspondence.

• Assists with preparing presentations, reports, and other materials for meetings or trainings.

• Manages the Office of Public Safety & Security and the Department of Human Resources calendars, scheduling meetings, interviews with potential new hires, trainings, events and conferences, etc.

• Maintains accurate, complete, and up-to-date records on incoming correspondence and action documents and follows up on works in progress to ensure timely response or action.

• Organizes office projects such as dissemination of program materials, preparation of invitations, special mailings, or assembly of guides, manuals, and training materials.

• Organizes and maintains all records for which responsible according to standard filing procedures and, when applicable, local, state, and/or federal guidelines.

• Fingerprints all potential hires for Norfolk Public Schools.

• Processes identification badges for all Norfolk Public Schools employees, including new hires.

• Prepares requisitions, vouchers, budget forms, and other payroll and financial data; maintains and reconciles detailed financial records on each purchase order, warehouse stock requisition, and request for payment submitted by appropriate budget accounts.

• Gathers and compiles data for inclusion in the yearly budget and maintains detailed, electronic financial records.

• Maintains the department’s DCJS database and records for NPS school security officer certifications.

• Assists officers with acquiring the proper equipment and resources needed to perform security duties.

• Collects and verifies financial and non-financial data from various sources such as schools, outside organizations, and departments; conducts periodic research and surveys.

• Accumulates data for statistical purposes and transfers statistical data into a format suitable for presentation in report form.

• Prepares payroll records, leave requests, mileage reimbursement forms, registration forms, etc. for the Department of Public Safety and Security Services. Serves as the first point of contact for officers requesting daily/unplanned leave.  

Required Knowledge, Skills & Abilities

• Thorough knowledge of general clerical functions.

• Good knowledge of the organization and functions of the school division, including established procedures and practices of the Office of Public Safety & Security and the Department of Human Resources.

•  

  Ability to communicate clearly and concisely, both orally and in writing; to write clear, concise reports; to organize and deliver presentations to small and large groups and all stakeholders.

   

• Demonstrate competency in technology.

• Demonstrate competency in budgetary programs.

• Ability to manage multiple tasks simultaneously, prioritize workload, and meet deadlines.

• Ability to work well under pressure frequent interruptions.

• High level of confidentiality and discretion, especially when handling sensitive personnel or public safety information.

• Basic understanding of laws and regulations governing records management and privacy.

• Ability to interact with all stakeholders with tact, courtesy, and diplomacy.

• Professional demeanor and customer service orientation.

Physical Attributes

Most tasks are performed in a sedentary work environment. Attributes include those required in normal, everyday activities including sitting, walking, standing, bending, reaching, or carrying light items (up to 25 pounds).

Ability to operate a computer and office equipment for extended periods.

Hazards

Work is performed in an office setting with routine interaction with department personnel, external stakeholders, and the public. Work involves exposure to normal, everyday risks associated with such an environment.

Unusual Demands

Work is performed in an office and is subject to frequent interruptions. May require off-site meeting attendance with supervisor as needed.