Department Secretary Food Service at Larue County Schools in Hodgenville, KY

Job description

LOCAL DISTRICT CLASSIFICATION PLAN SUMMARY CLASS TITLE: FOOD SERVICE SECRETARY This is a part-time position; days will vary; 3.75 hrs/day; FS Manager Salary Schedule BASIC FUNCTION: Perform advanced-level secretarial duties for a Director-level administrator of a District function requiring independent judgment and analysis; plan, organize and coordinate office activities and communications to relieve the administrator of routine administrative and clerical details. DISTINGUISHING CHARACTERISTICS: Food Service Secretary incumbents report to a Director-level administrator with responsibilities for overall program administration of a complex District function and perform administrative assistant duties. Food Service Secretary incumbents report to a District coordinator, specialist or other administrator having responsibility for a program of smaller size, complexity and impact and perform responsible administrative assistant duties. REPRESENTATIVE DUTIES: Serve as secretary to a District-level Director or administrator of a large, complex program or function; plan, organize and coordinate activities to relieve the administrator of routine clerical details. Interview and screen callers and visitors, including students, teachers, administrators, parents, vendors and the public and provide information or direct to appropriate personnel; provide detailed and technical information concerning District policies, procedures and established regulations. Communicate with parents and District personnel on confidential or sensitive issues; screen incoming calls to gather and exchange information. Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters and notices; prepare Board agenda items and related materials as assigned; compose correspondence or prepare from rough draft. Type a variety of items including inter-office communications, requisitions, forms, letters, special projects, legal documents and other materials; establish, modify and maintain project and confidential filing systems. Train and provide work direction to other clerical personnel as assigned. Research and compile information and compute statistical data for federal, State and District reports and special projects as assigned. Schedule meetings, conferences and appointments for the Director; maintain Director's calendar; arrange for conference rooms and refreshments; arrange and schedule travel accommodations as necessary. Food Service Secretary - Continued Page 2 REPRESENTATIVE DUTIES - continued: Assist in the maintenance of department budgets; enter data into computer to charge appropriate accounts; review invoices, requisitions and purchase orders for accuracy, completeness and compliance with department and District policies; inspect and verify accuracy of District financial reports with office records; research and resolve discrepancies as needed. Review or prepare a variety of materials and documents, including financial documents, invoices, inventory records and statistics; order supplies and materials and prepare purchase orders; assure adequate forms and supplies to support office operations. Attend a variety of meetings; prepare and send out notices of meetings; collect and compile information for meetings, projects and workshops; prepare and distribute minutes. Take and transcribe dictation of letters, reports, bulletins, meetings and memoranda as required; transcribe materials from dictation equipment as required; provide secretarial and clerical assistance to other staff as necessary. Maintain a variety of complex personnel records, time sheets, lists, files and records, including confidential materials. Receive, open and screen incoming mail and independently compose replies according to established procedures. Operate a variety of office equipment such as typewriter, computer terminal, FAX machine, copier and calculator. Coordinate communications between supe