Job Description: Administrative Secretary III

SALARY:

Classified salary schedule, range 40. Initial placement shall be determined according to training and experience; maximum salary placement shall be at mid-range. This position is covered by employee selected insurance plan. Benefits include holidays, vacation and sick leave.

DEFINITION:

Under the direction of cabinet-level officials, performs 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; perform duties associated with collective bargaining.

EXAMPLES OF DUTIES:

Serve as an assistant to cabinet-level officials; plan, organize and coordinate activities to relieve the administrator of routine clerical details; receive information of a technical or confidential nature and maintain confidentiality of privileged and sensitive information; develop procedures to expedite transmittal of information or facilitate implementation of policies and programs; 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; compile data for budget; post and maintain budget and financial records of a variety of programs; monitor account balances and record expenditures; 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 board reports and agenda items, inter-office communications, special reports, forms, letters, special projects, legal documents and other materials; establish, modify and maintain filing systems; calculate, collect and provide statistical and monthly information of developer fees; schedule meetings, in-services, conferences and appointments as assigned; 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; train, direct and monitor the work of clerical support personnel, student assistants and volunteer personnel as assigned. 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 four 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 data entry and spreadsheet applications; 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 highly 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; work confidentially with discretion; work independently with little direction; type at 50 words net per minute from clear copy (verification of typing required with application); 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.

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 for extended periods of time.