26/27 Secretary to the Director of Fine Arts

Job Title: Secretary to the Director of Fine ArtsReports to: Director of Fine ArtsDept./School: Fine Arts DepartmentContract: 223 DaysPay Grade: 105Primary PurposeUnder moderate supervision, organize and manage the routine work activities of the Fine Arts Department office and provide clerical support to the Director of Fine Arts and other department staff members. Coordinate communications, schedules, records, and departmental activities to support the district's fine arts programs and events.QualificationsEducation/Certification:High school diploma or GEDSpecial Knowledge/SkillsProficient skills in keyboarding, data entry, word processing, and file maintenanceAbility to use software to develop spreadsheets, databases, and word processing documentsAbility to prioritize workflow to address multiple needs of the supervisor and departmentAbility to multitask numerous complex administrative activitiesBasic math skillsEffective communication and interpersonal skillsProficient in Google applicationsAbility to maintain confidentialityKnowledge of general office procedures and practicesMajor Responsibilities And DutiesRecords, Reports, and CorrespondencePrepare correspondence, forms, schedules, reports, and other documents for the Director of Fine Arts and department staff.Maintain records related to fine arts programs, events, competitions, travel, and student participation.Compile, maintain, and file all reports, records, and other required documents.Assist with maintaining departmental calendars, event schedules, and campus communications.Coordinate and distribute information regarding fine arts events, performances, contests, and meetings.Department SupportAssist with organizing district fine arts events, performances, exhibitions, and competitions.Coordinate meeting arrangements for department activities, including preparing materials, scheduling facilities, and arranging equipment.Assist with travel arrangements and required documentation for fine arts trips and competitions.Maintain inventory records and assist with purchase orders and departmental budget documentation as assigned.Receive, sort, and distribute mail and other documents to department staff.AccountingPerform routine bookkeeping tasks for the department as assigned.Assist with monitoring department budgets, invoices, and purchase requests.Process and maintain records related to departmental expenditures and reimbursements.OtherAnswer and respond to incoming calls, take reliable messages, and route to appropriate staff.Greet visitors, students, parents, and staff and provide assistance as needed.Maintain appointment schedules and assist with scheduling meetings and events.Maintain confidentiality of information.Follow district safety protocols and emergency procedures.Provide general clerical support for the Fine Arts Department.Supervisory ResponsibilitiesNone.Tools/Equipment UsedMental Demands/Physical Demands/Environmental Factors:Standard office equipment, including a personal computer and peripheralsPostureProlonged sitting; occasional bending/stooping, pushing/pulling, and twistingMotionRepetitive hand motions, including frequent keyboarding and use of the mouse; occasional reachingLiftingOccasional light lifting and carrying (less than 15 pounds)EnvironmentMay work prolonged or irregular hours; occasional districtwide travelMental DemandsWork with frequent interruptions; maintain emotional control under stressOther InformationThe District contributes $330 monthly toward the cost of the employee-only health insurance, which is $105 more than the state-required amount of $225/month. All employees in this position receive free treatment at any Next Level Urgent Care.