Under general supervision, the purpose of the position is to perform district-based duties associated with providing administrative support to the superintendent, area superintendent, executive level staff, or school board services. Employees in this classification function in office administration capacity and perform a variety of duties including customer service functions and providing general office support. This position may also serve as an office manager to secretarial staff. 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.
Coordinates and prioritizes work plan with supervisor; adjusts work plan to meet unscheduled events.
Serves as a liaison between executive staff and other departments; interfaces with district and school personnel, as well as community and political leaders.
Performs customer service functions; provides assistance and information to outside public; acts as receptionist to area superintendent’s office; initiates problem solving as necessary.
May serve as office manager to secretarial staff; establishes and implements office procedures; conducts
meetings with secretarial staff.
Answers the telephone and screens calls for executive staff; responds to emergency calls from schools; takes/relays messages or directs calls to appropriate personnel; sends voice mail and sets up voice mail distribution.
Coordinates daily, weekly, and monthly schedules; schedules daily meeting and appointments.
Attends meetings and takes minutes; transcribes and disseminates minutes to executive staff; prepares agenda for staff meetings.
Completes inquiry forms; analyzes, resolves, and distributes for resolution; prepares various forms and documentation upon request.
Maintains a filing system for records, reports and other documents.
Maintains, files, prepares, and transcribes correspondence, obtains appropriate signature where necessary.
Maintains property inventory records; assists in the selection of new equipment and furniture; coordinates equipment maintenance and files contracts.
Maintains office supplies inventory records; orders office supplies as necessary.
Sorts and distributes incoming mail; prepares outgoing mail with necessary postage; sends and receives e-mail.
Operates a variety of machinery, equipment, and tools associated with department activities, which may include a typewriter, copy machine, or fax.
Accesses a mainframe for human resource, payroll, or other applications; accesses the internet for research purposes.
Operates a computer to enter, retrieve, review, or modify data; utilizes word processing, database, and software programs.
Responsible for keeping up to date on current technology, as job appropriate, being used by OCPS. With the support of the district, 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.
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.
Performs related duties as directed.
MINIMUM TRAINING AND EXPERIENCE
Associate’s degree with course work emphasis in secretarial science; supplemented by minimum five (5) years previous experience and/or training that includes bookkeeping, secretarial, and customer service; or any equivalent combination of related education, training and experience which provides the required knowledge, skills and abilities to perform the essential job functions.
PERFORMANCE APTITUDES
Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data and/or information. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
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 the ability to apply principles of influence systems, such as motivation, incentive, and leadership. Ability to exercise independent judgment to apply facts and principles for developing approaches and techniques to problem resolution.
Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
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 work station.
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. Working conditions are safe with possible exposure to marked levels of discomfort.
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 an accommodation.
THIS IS A TEMPORARY POSITION IN EFFECT UNTIL MAY, 2026.
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