Secretary - 260 days

Hamilton County Department Of Education - Chattanooga, TN

Full-time

Chattanooga, TN

About the position

Hamilton County Schools, located in Chattanooga, TN, is dedicated to ensuring that all students thrive and experience a future without limits. We are committed to excellence for every student and are seeking outstanding leaders, teachers, support staff, and district employees who desire to make a difference in the lives of students. With nearly 75 schools, we are confident that you can find your place in Hamilton County. The purpose of this job is to perform secretarial and clerical work associated with processing various information and documentation relating to an assigned department. This role is essential in maintaining the smooth operation of the department and providing support to staff and stakeholders. As a Secretary, you will be expected to act in a professional, respectful, and welcoming manner at all times, creating a customer-focused climate and providing quality services and support to schools and other stakeholders. You will comply with applicable district, state, and federal codes, laws, rules, regulations, standards, policies, and procedures. Your responsibilities will include producing various reports for distribution to individuals or submission to state and federal agencies, as well as typing, composing, preparing, or completing various forms, reports, correspondence, and other documents. You will also process a variety of documentation associated with departmental operations within designated timeframes and per established procedures. This includes providing secretarial and clerical support for departmental staff, coordinating communications between departmental staff, Central Office, parents, and outside individuals or organizations, and assisting staff with questions or problems. Additionally, you will perform customer service functions, assist in planning or coordinating various meetings, and maintain the file system of various records. Your role will require you to communicate through the proper channels to keep supervisors and other appropriate personnel informed of impending problems or unusual events, while maintaining confidentiality and working collaboratively with all stakeholders.

Responsibilities

• Acts in a professional, respectful, and welcoming manner at all times.
• Creates a customer-focused climate and provides quality services and support to school and other stakeholders.
• Complies with applicable district, state, and federal codes, laws, rules, regulations, standards, policies and procedures.
• Produces various reports for distribution to various individuals or submission to state/federal agencies.
• Types, composes, prepares, or completes various forms, reports, correspondence, lists, schedules, and other documents.
• Processes a variety of documentation associated with departmental operations within designated timeframes and per established procedures.
• Provides secretarial/clerical support for departmental staff.
• Coordinates communications between departmental staff, Central Office, parents, and outside individuals or organizations.
• Answers telephone calls and greets visitors in a timely fashion; directs callers/visitors to appropriate personnel.
• Performs customer service functions; provides information/assistance regarding departmental programs, services, activities, procedures, forms, fees, or other issues.
• Assists in planning or coordinating various meetings, presentations, training sessions, or staff development programs.
• Generates work orders via computer; enters data pertaining to requested repair/maintenance work into computer.
• Monitors inventory of department equipment, forms, and supplies; maintains fixed asset inventory.
• Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail.
• Maintains file system of various files/records; prepares and sets up files; sorts/organizes documents to be filed.
• Communicates through the proper channels to keep supervisor and other appropriate personnel informed of impending problems or events of unusual nature.
• Follows established procedures for ensuring assigned areas are safe.
• Maintains confidentiality.
• Works collaboratively with all stakeholders.

Requirements

• High school diploma or GED required.
• One (1) year previous experience and/or training that includes secretarial work, office administration, basic bookkeeping, customer service, and personal computer operations preferred.
• Possession and maintenance of valid Tennessee Appointment of Notary Public certification may be required.
• Possession and maintenance of valid Tennessee driver's license may be required.
• Demonstrates excellent verbal and written communication skills to deal effectively with all stakeholders.
• Demonstrates the ability to effectively prioritize and manage multiple tasks.
• Demonstrates the ability to use technology to perform essential functions of job.