PENINSULA SCHOOL DISTRICT
ADMINISTRATIVE SECRETARY – CURRICULUM & STAFF DEVELOPMENT
This position serves as the administrative secretary to the Director of Curriculum and Staff
Development and also provides assistance to district TOSAs. Responsibilities include
managing and coordinating work flow for the department; managing budgets and grants;
typing correspondence and reports, processing purchase orders, maintaining files and
records; duplicating and distributing curriculum materials, assistance in professional
development opportunities in the district, and serves as liaison between the Director,
department and other district staff.
DUTIES AND RESPONSIBILITIES:
- Manages departmental budget data; prepares budget summary reports. Verifies budget
totals with central business office records; provides information to staff concerning
budget balances. Records expenditures in budgeting records.
- Assists in organizing workshops, classes and inservices; provides secretarial support to
curriculum committees; contacts groups regarding meetings. Formats, types and edits
committee meeting minutes, correspondence and announcements. Maintains
correspondence of committee meetings. Schedules conference room use; sets up tables
and chairs and orders food as requested.
- Responsible for the purchasing process and delivery of district-purchased textbooks and
materials to the buildings and departments. Prepares purchase orders within budget
parameters, gives directions to office staff about how to disburse.
- Formats, types and edits correspondence (often confidential), forms, grant documents,
budget, required paperwork for Human Resources, and other reports from drafts;
proofreads, duplicates and distributes as necessary. Composes routine correspondence.
- Prepares purchase orders; determines necessary office supplies; communicates with staff
members concerning supplies needed; compiles annual departmental supply order.
- Acts as liaison between the Director, other staff and the community in a confidential and
supportive manner. Receives and screens incoming correspondence and phone calls;
alerts Director of matters that require immediate attention and assists in actions to meet
- Duplicates and distributes a variety of materials such as booklets, correspondence, and
other curriculum information. Coordinates production of projects requiring special
printing. Orders and distributes forms.
- Designs and produces brochures, posters, curriculum documents and other productions
for distribution. Maintains department website.
- Prepares required personnel forms and timesheets; receives staff attendance records;
processes travel request claims; makes arrangements for substitutes as needed.
- Processes clock hour and/or college proposals for credit. Submits information to
appropriate departments for processing.
- Opens, sorts and routes incoming mail for assigned staff. Creates and maintains program
files; ensures confidentiality as required.
- Performs a variety of related duties and special projects duties as assigned.
Reports to Director of Curriculum and Staff Development.
Office environment; experiences frequent interruptions; requires visual concentration on
detail, dexterity and precision.
AFFILIATION: PSE – Clerical
Education and Experience
High school graduation or equivalent and five years of increasingly responsible secretarial
experience, including records maintenance and bookkeeping.
Advanced technical training in secretarial, bookkeeping or accounting procedures may
substitute on a month-for-month basis for up to five years of the required experience.
Knowledge, Skills and Abilities:
Knowledge of secretarial and bookkeeping procedures; ability to maintain accurate
Keyboarding skill at 60 wpm.
Skill in operating a variety of office machines.
Effective oral and written communication skills.
Ability to operate a microcomputer.
Ability to operate word processing programs, database programs, and website programs.
Ability to set up and maintain an accurate filing system.
Ability to attend to detail and follow tasks through to completion.
Ability to organize and set priorities.
Ability to work effectively under pressure and remain flexible to changes in situations or
Ability to work independently with minimal supervision.
Ability to maintain confidentiality.
Ability to establish and maintain effective working relationships with staff.