ADMINISTRATIVE SECRETARY

Salary Schedule

Under general direction of the Senior Administrator, Philanthropic Strategy, the purpose of this position is to perform district-based and Foundation-based duties associated with providing administrative and secretarial support; including coordinating the activities of several Foundation board committees, projects such as scholarship program, donor relations, and upkeep of key Foundation functions, such as email marketing and website. Employees in this classification function at a complex clerical capacity and coordinate schedules and meetings, create complex documents and reports, maintain filing systems, as well as provide general office support. Employees also assist with the resolution of emergency situations. Performs related work as directed.

EXAMPLES OF ESSENTIAL FUNCTIONS
Responds to internal and external customers in a timely, accurate, courteous, and empathetic manner representing OCPS in a positive light.

Creates finished documents from notes or outlines including letters, memos, project summaries, meeting agendas, meeting minutes, spreadsheets, and presentations.

Coordinates and schedules meetings, meeting rooms, and required equipment for internal meetings, board committees, and those with other departments, vendors, or the business community.

Supports the Foundation’s scholarship funds and programs by assisting in timeline coordination, check distribution, reviewing/scoring, and promotional/informational communications.

Assists the Senior Administrator, Philanthropic Strategy with the coordination of content calendars, timelines, and reporting for the Foundation’s website, newsletter, and other digital efforts to supporting fundraising and marketing campaigns and initiatives.

Assists with data entry and donor relations functions within the CRM software system, and other development related systems.

Prepares slide decks to assist the Foundation’s senior leadership and board members with prospective donor, community engagement, and stewardship efforts.

Assists with planning and coordinating of Philanthropic Strategy events such as scholarship award ceremonies, donor appreciation and stewardship events, and other events related to donor relations.

Coordinates with other clerical staff in the department for telephone coverage, vacation coverage, daily break and lunch coverage, and distribution of clerical workload; may conduct meetings with other departmental clerical staff to enhance communication and discuss and clarify administrative and secretarial issues, as needed.

Creates and maintains filing systems and files for the Philanthropic Strategy team, including calendars, bylaws, policies and procedures, vendors, department personnel, contracts, projects, state and federal correspondence, budget, general files, and information files.

Processes departmental information: sorts, dates, highlights, and distributes to other areas of the department, as needed. Assists with data entry into the CRM software system, DonorPerfect.

Handles emergency situations and notifies appropriate personnel for resolution.

Answers incoming telephone calls for the Foundation number, as needed; answers questions, resolves issues, take messages or forwards calls to the appropriate person or department.

Working with the District Foundation’s Administrative Specialist, maintains an adequate supply of materials and supplies for the department.

Responsible for keeping up to date on current technology, as job appropriate, being used by OCPS and the District Foundation. With the support of the district and the District Foundation, attends training to ensure skill level in various technologies is at the level required to perform in current position.

Responsible for timely and accurate information they maintain as part of their job responsibilities.

Performs related duties as directed.

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

MARGINAL FUNCTIONS
While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members.

MINIMUM TRAINING AND EXPERIENCE
High school diploma or GED; supplemented by up to five (5) years of previous experience in more progressively responsible assignments training in an office environment, or any equivalent combination of related education, training and experience which provides the required knowledge, skills, and abilities to perform the essential job functions. Nonprofit experience preferred.

PERFORMANCE APTITUDES

Data Utilization: Requires the ability to calculate, compute, summate, and/or tabulate data and/or information. Includes performing subsequent actions in relation to these computational operations.

Human Interaction: Requires the ability to apply principles of persuasion and/or influence.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data, and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may require ability to utilize principles of fractions and/or interpret graphs.

Functional Reasoning: Requires ability to carry out instructions furnished in written, oral, or diagrammatic form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.

Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE

Physical Ability: Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability.

Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.

The Orange County School District will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request accommodation.

07/21/2025