The Secretary for the Education Department work under the direction of the Conference Superintendent of Schools.
Coordinate, organize, and perform everyday clerical and administrative duties associated with department operations.
Provide secretarial assistance to the Superintendent and serve as a resource to students, staff, and parents.
- Advanced computer skills – Microsoft Office (Word, Excel, Power-Point)
- Advanced note-taking skills (record and organize information)
- Advanced writing skills
- Advanced editing skills
- Basic filing skills
- Basic mathematical skills
- Ability to schedule activities and events
- Ability to scan, fax, attach documents and send electronically
- Ability to communicate verbally in a pleasant, courteous, diplomatic, helpful, tactful manner under pressure
- Ability to maintain confidentiality in personal and personnel concerns that may be reviewed by Executive Officer(s) and/or Education Director
- At least two years of College or minimum of three years’ experience
- Clerical experience
- Good character
- Quick study to learn new software systems
- Self-Motivated and Self-Directed
- Pleasant, tactful, diplomatic, courteous, professional in communicating with students, teachers, principals, pastors, co-workers, supervisors, parents and visitors.
- Ability to have “tough-skin” when dealing with individuals who may appear to be rude.
- Willingness to go above and beyond in work performance
- Good work-ethic
Job Description for Education Department Secretary
- Oversee all aspects of department coordination.
- Maintain department calendar to coordinate work flow and meetings.
- Maintain confidentiality in all aspects of teacher’s information
- Monitor and provide updated information for the maintenance of the education website.
- Interact professionally with teachers, school board members, pastors and parents.
- Open, sort and respond to correspondence, including faxes and emails.
- Prepare responses to correspondence containing routine inquiries.
- Perform general clerical duties to include, but not limited to, copying, faxing, scanning, mailing and filing.
- File and retrieve school documents, records and reports as needed.
- Coordinate and maintain records for teachers, school reports, school evaluations, teachers’ evaluations, and other sensitive documents.
- Prepare packages for teachers’ in-service and K-12 board meetings.
- Create and modify documents such as invoices, reports, memos, power-point presentations, letters and financial statements using word documents, spreadsheets, database and/or other presentation software such as Microsoft Office, Publisher, Excel, Jupiter, or any other programs that help enhance the Education Department.
- Stay current on pertinent software and information systems programs.
- Compile data and prepare information for consideration and presentation to the Executive Committee, K-12 Committee, and teachers’ in-services.
- Set up and coordinate meetings and conferences.
- Compile, transcribe and distribute minutes of meetings.
- Make travel arrangements for teachers and board members as necessary.
- Collect and maintain inventory of school equipment and supplies.
- Participate and attend school events such as Outdoor School, teachers’ in-service and professional day meetings.
- Maintain personnel files.
- Secure school information and submit opening and closing reports to the Southwest Union Conference and North American Division of Seventh-day Adventists.
- Provide required documentation to the Union Office of Education as needed.
- Capable of engaging in multi-tasking activities.
- Efficient in meeting deadlines.
- Distribution/collection/ordering of Standardized Testing materials.
- Duties are not limited to this list; other responsibilities will be assigned by the department director as necessary.
- Resume must be filed in the Office of the Secretariat/Human Resource by September 30, 2018.