Central Office Secretary-Clerk

Mobile County Public Schools - Mobile, AL

Full-time

Mobile, AL

Educational Services

About the position

The Central Office Secretary/Clerk plays a vital role in supporting the administrative functions of the Mobile County Public School System. This position is responsible for a variety of clerical and secretarial tasks that ensure the smooth operation of the central office. The individual in this role will serve as the first point of contact for visitors and callers, providing essential information and assistance related to school operations, activities, and policies. The secretary/clerk will manage appointments, meetings, and events, ensuring that all administrative functions are executed efficiently and effectively. In addition to front desk duties, the Central Office Secretary/Clerk will compile and maintain records, logs, and files, ensuring that all documentation is accurate and up-to-date. This includes composing various materials such as interoffice communications, letters, and reports, as well as inputting and updating data in the assigned computer systems. The role requires strong communication skills, as the secretary/clerk will interact with district staff, parents, and the public to exchange information and resolve issues. The position demands a high level of organization and the ability to work independently while managing multiple tasks in a fast-paced environment. The secretary/clerk must demonstrate initiative in identifying potential problems and opportunities for improvement, while also adhering to confidentiality standards regarding school and workplace matters. Overall, this role is essential for maintaining the operational integrity of the central office and supporting the educational mission of the Mobile County Public School System.

Responsibilities

• Serve as secretary in support of assigned administrative functions; receive, screen and route telephone calls; take, retrieve, and relay messages as needed; schedule and arrange appointments, conferences, meetings, and other events.
• Receive visitors, including administrators, staff, parents, and the public; aid or direct to appropriate staff; respond to inquiries and provide information and assistance related to school operations, activities, standards, requirements, timelines, policies and procedures.
• Compile information and prepare and maintain a variety of records, logs, files and reports related to departmental business; establish and maintain filing systems; review, revise, verify and proofread a variety of documents.
• Compose, independently or from oral instructions, note or rough draft, a variety of materials such as interoffice communications, forms, letters, memoranda, fliers, bulletins, agenda items, requests, work orders and other materials.
• Input and update a variety of data in an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, and generate various computerized lists, documents, and reports; assure accuracy of input and output data.
• Communicate with District staff, parents, outside organizations and the public to exchange information and resolve issues or concerns; request, verify and provide documents and information as needed.
• Operate a variety of office equipment such as a calculator, copier, fax machine, computer and assigned software.
• Arrange for technical support, servicing, and effective operation of office technology and office machines assigned.
• Demonstrate initiative in identifying potential problems and/or opportunities for improvement in the areas of responsibility.
• Ability and willingness to work in a highly demanding, stressful environment.
• May receive, sort, and distribute departmental mail as assigned.
• Process conference requests and related paperwork and arrange travel reservations if assigned.
• Maintain appropriate confidentiality regarding Central Office, school/workplace matters.
• Attend all required training meetings and workshops.
• Report potential problems, unusual events, or work irregularities to appropriate administrative or supervisory personnel.
• Report absences and take leave in accordance with Board policies and procedures.
• Adhere to school system rules, administrative procedures, local Board policies, and state, federal regulations.
• Work well with all administrators, teachers, and other members of the team.
• Demonstrate support for the school system and its vision, goals, and priorities.
• Perform other duties assigned by supervisor or administrator.

Requirements

• High school graduate from a regionally accredited school or GED equivalent with evidence of computer experience.
• Secretarial, clerical, and/or bookkeeping training preferred.
• Computer knowledgeable with expertise in Windows, Microsoft Office Programs: Excel, Word, Access, or other comparable software.
• Ability to meet the suitability criteria for employment under the Alabama Child Protection Act of 1999 and Act No. 2002-457.
• Good general health, clean in attire and professional in appearance.
• Demonstrated proficiency in oral and written communication skills.
• Effective interpersonal skills, with an emphasis on communication and collaboration with a wide variety of people and groups.
• Ability to be punctual and maintain regular attendance.

Nice-to-haves

• Previous experience as a secretary or clerk.