Job Description: Administrative Secretary II

SALARY:

Classified salary schedule, range 36. Initial placement shall be determined according to training and experience; maximum salary placement will be mid-range. This position is covered by employee selected insurance plan. Benefits include holidays, vacation and sick leave.

DEFINITION:

Under the direction of a cabinet-level official, perform skilled-level secretarial duties requiring initiative, independent judgment and analysis; plan, organize and coordinate office activities and communications to relieve the administrator of routine administrative and clerical details; maintain confidentiality of privileged and sensitive information.

EXAMPLES OF DUTIES:

Serve as secretary to a director of a specialized program or function, or junior high, middle school or high school principal; plan, organize and coordinate activities to relieve the administrator of routine clerical details. Interview and screen callers and visitors, including students, teachers, administrators, parents, vendors and the public; provide information or direct to appropriate personnel; provide detailed and technical information concerning district policies, procedures and established regulations. Assure timely communications between office and/or district employees; make phone calls to receive and transmit information; type memos, bulletins, letters and notices; compose correspondence independently or from rough draft or verbal instructions. Coordinate substitutes to assure proper classroom coverage; call substitutes, greet and explain information as needed; provide keys and time cards. Maintain a variety of complex personnel records, time sheets, lists, files and records, including confidential materials; distribute paychecks; record attendance and receive and process time reports. Compile data for budget; post and maintain budget and financial records of a variety of programs; monitor account balances and record expenditures; perform ASB accounting functions as assigned by the position. Research and compile information and compute statistical data for federal, state and district reports and special projects as assigned. Type a variety of items including inter-office communications, requisitions, forms, letters, special projects, legal documents and other materials; establish, modify and maintain filing systems.

Schedule meetings, in-services, conferences and appointments as assigned; maintain supervisor, staff and/or master calendars; arrange for conference rooms and refreshments; arrange and schedule travel accommodations as necessary. Order supplies and materials and prepare purchase orders; assure adequate forms and supplies to support office operations; submit and process work orders. Attend a variety of meetings; prepare and send out notices of meetings; collect and compile information for meetings such as agendas; prepare and distribute minutes. Receive, open and screen incoming mail and independently compose replies according to established procedures. Operate a variety of office equipment such as typewriter, computer, facsimile, copier and calculator; arrange for maintenance of office machines as needed. Train, direct and monitor the work of clerical support personnel, student assistants and volunteer personnel as assigned. Maintain, distribute and collect keys to school facilities or offices and maintain records of keys issued to staff. Perform related duties as assigned.

EMPLOYMENT STANDARDS:

Education and Experience: Any combination equivalent to graduation from high school supplemented by courses in office practices and three years of increasingly responsible clerical and secretarial experience involving frequent contact with the public

Knowledge and Abilities: Knowledge of organization, rules, regulations and programs related to an assigned office or school; modern office practices, procedures and equipment; applicable sections of State Education Code and other applicable laws; operation of a computer terminal and data entry techniques including word processing, database and spreadsheet skills; financial and statistical record- keeping techniques; basic budget monitoring and control; telephone techniques and etiquette; correct English usage, grammar, spelling, punctuation and vocabulary; interpersonal skills using tact, patience and courtesy. Ability to perform skilled-level secretarial duties requiring independent judgment and analysis; plan, organize and coordinate office activities and communications to relieve the Director or Principal of routine administrative and clerical details. Work independently with little direction; type at 45 words net per minute from clear copy; analyze situations accurately and adopt an effective course of action; compose independently or from oral instructions letters, memos, bulletins or other material; interpret, apply and explain rules, regulations, policies and procedures; maintain records and prepare reports; communicate effectively both orally and in writing; meet schedules and time lines; add, subtract, multiply and divide quickly and accurately; establish and maintain cooperative and effective working relationships with others. Bilingual Spanish fluency desirable.

Other Requirements: Type at 45 words per minute from clear copy (Verification of typing speed required with application), Word Processing, and spread sheet computer skills

Physical Abilities: Hearing and speaking to exchange information in person or on the telephone; dexterity of hands and fingers to operate a computer keyboard; seeing to read a variety of materials; bending at the waist, kneeling or crouching to store or retrieve materials; sitting or standing for extended periods of time.