Job Description
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Secretary IV - External Unassembled
Jacksonville, FL, USA, 32207
Department:  PROF STANDARDS ADA & TITLE IX
Req Id:  599
Posting Start Date:  9/10/26
Posting End Date:  9/21/26

Job Details

Job Summary

Under general direction, performs a variety of highly responsible secretarial work by relieving the supervisor of administrative details and complex paper work procedures for an administrative office within the Duval County School Board.  An employee performs routine administrative tasks, requiring independent judgement and an extensive working knowledge of the organization and program under the supervisor’s jurisdiction.  May be required to take and transcribe dictation.  Work requires knowledge of Business English and office practices and procedures, and involves the operation of standard office equipment such as personal computer, dictaphone, typewriter, copier, telephone and calculator.  Work is performed under administrative supervision and only assigned projects which are highly technical or confidential are given close attention by the supervisor.  A high level of judgement is required in interpreting and applying policy and precedents to unusual situations and in handling problems of work organizations and procedures.  May supervise subordinate employees.  Work is outlined in general terms and incumbents must have the ability to initiate and complete difficult tasks independently.  This class lies above that of Secretary III.

Essential Functions (not intended to be all inclusive)

Percent of Job

 

 
  1. Recommends, coordinates, and implements administrative practices and procedures to facilitate work processes and accomplish unit activities.

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  1. Performs in-depth research on special topics, projects, problems and prepares and presents written or oral report on findings. 
  2. Composes replies to inquiries for the supervisor's signature; independently drafts and signs correspondence of a non-technical nature for the supervisor.  

%
  1. Types correspondence, articles, reports, manuals, and other materials on general or technical subjects; proofreads for accuracy and completeness. 

%
  1. Attends meetings to provide or clarify information, facilitate processes, resolve problems, or  to represent supervisor in important administrative matters. 
  2. Interprets rules, regulations, and policies for the purpose of answering inquiries, resolving complaints, or to resolve work related problems

%
  1. Establishes, maintains and updates administrative filing systems

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  1. Prepares, assembles and processes documents and related materials for appropriate disposition; monitors submission deadlines and time frames.

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  1. Edits and proofreads correspondence and other documents generated by the office

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  1. Maintains administrator's calendar by scheduling appointments and conferences with or without prior clearance and keeping administrator apprised of scheduled appointments and meetings
  2. Makes travel arrangements, and coordinates logistical details for meetings.
  3. Has frequent access to highly confidential records and information pertaining to the work of the department or agency.
  4. Prepares budgets, monitors expenditures and purchases materials. 
  5. Operates personal computer, dictaphone, typewriter, copier, calculator, telephone and other standard office equipment.
  6. Schedules, assigns, monitors and reviews the work of others.
  7. Greets the public, answers the phone and answers questions requiring interpretation of organization practices and procedures
  8. May take and transcribe dictation of official minutes, correspondence, legal documents and reports. 
  9. Performs related work as required

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 Probation: Six (6) months

 Qualifications

 Open Requirements:  Ability to read and write English.  Must have at least four years of responsible secretarial experience including performance of administrative functions. (A two year degree in Secretarial Science may be substituted for one year of experience.)  Must be able to type at the rate of 30 words per minute.  Depending upon assignment, may be required to take dictation at 80 words per minute.

Promotional Requirements:  All permanent employees of the unit in which the vacancy exists who have served for one year in the class of Secretary III, School Clerk III, or a comparable class may apply.  Must be able to type at a rate of 30 words per minute.  Depending upon assignment, may be required to take dictation at 80 words per minute.

Licensing/Certification/Registration:  None.

Knowledge, Skills, and Abilities (KSAs)

  • Knowledge of the procedures, functions and specialized terminology of department or agency to which assigned. 
  • Knowledge of administrative practices, methods and procedures relating to administrative support areas. 
  • Knowledge of  Business English and arithmetic. 
  • Skill in composing routine correspondence. 
  • Skill in operating standard office equipment such as personal computer, dictaphone, typewriter, copier, calculator and telephone. 
  • Skill in performing research, compiling data and preparing reports. 
  • Ability to recommend, coordinate and implement administrative practices and procedures to facilitate work processes and accomplish unit activities. 
  • Ability to interpret rules, regulations and policies. 
  • Ability to communicate effectively. 
  • Ability to establish, maintain and update filing systems. 
  • Ability to schedule, assign, monitor and review the work of others. 
  • Ability to prepare budgets, monitor expenditures and purchase materials. 
  • Ability to handle confidential information with discretion. 
  • Depending upon assignment, ability to take dictation at 80 wpm.
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