ACE Secretary

ACE SecretaryUnder moderate supervision organize and manage the routine work activities of a program director or site coordinator in the 21st Century Community Learning Centers office and provide clerical support to a program director or site coordinator and other staff members.High school diploma or GEDProficient skills in keyboarding, data entry, word processing, and file maintenanceAbility to use software to develop spreadsheets and databases and do word processingAbility to prioritize workflow to address the multiple needs of the supervisor or the departmentAbility to multi-task numerous complex administrative activities Basic math skillsEffective communication and interpersonal skillsSecretarial experience preferredPrepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.Compile, maintain, and file all reports, records, and other documents as required.Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.Order and maintain inventory of office supplies and program equipment.Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.Maintain a schedule of appointments and make travel arrangements for department staff.Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.Receive, sort, and distribute mail and other documents to department staff.Maintain confidentiality of information.Follow district safety protocols and emergency procedures.All other duties as assignedThis is a 5 year grant funded position. There is no guarantee for future employment beyond the completion of the grant after the school year.NoneStandard office equipment including personal computer and peripherals; multi-line phone systemContinuous sittingRepetitive hand motions including reaching.

Frequent keyboarding and use of mouse.Occasional light lifting and carrying (less than 15 pounds)Reception desk in the administrative/central officeWork with frequent interruptions; maintain emotional control under stress.