Job Description: Staff Secretary

SALARY

Classified salary schedule, range 32.

DEFINITION

Under the direction of district-level staff, perform a variety of responsible secretarial and clerical duties in support of an administration office; organize and coordinate office activities and communications to assure efficient and timely completion of office and program projects and activities.

EXAMPLES OF DUTIES

Perform a variety of responsible secretarial and clerical duties for an assigned District-wide program administered by program management personnel; organize and coordinate office activities and communications to assure efficient and timely completion of the assigned office's and program's projects and activities. Coordinate communications for the supervisor; screen telephone calls, visitors, and mail; resolve complaints and routine issues as required; compose correspondence and respond to routine inquiries independently. Initiate and answer telephone calls; explain office and program policies and procedures within the scope of authority; provide information of general or limited technical nature to staff, vendors, parents, students, and others. Communicate with various agencies, vendors, community services, and the public to coordinate program and department operations and to provide and exchange information on behalf of the supervisor and staff. Compile data from a variety of sources and organize into appropriate reports and format; assist in organizing materials for distribution or for special projects; perform research as requested; prepare and process applications, invoices, purchase orders, travel requests and other documents related to assigned programs; inspect reports, records and other data for accuracy and completeness. Assist with the development and maintenance of annual program budgets; prepare requisitions for office supplies; track budget printouts and inspect to verify accuracy of records; research and resolve errors or discrepancies. Maintain a variety of complex and detailed files; maintain employee time sheets and other employee records; maintain confidentiality of records and information including information of a sensitive nature. Type reports, memoranda, schedules, lists, contracts, forms and other materials from straight copy, rough drafts or verbal instructions; complete a wide variety of documents, records, and reports related to special and ongoing program or department operations and activities. Maintain a variety of complex financial and statistical records according to established procedures and time lines; record purchases and expenditures; maintain current balances and transfer funds in accordance with approved procedures. Operate office equipment, including a microcomputer, computer terminal, typewriter, FAX machine, and copier; enter data and maintain computer records; utilize word processing and other software as required. Perform related duties as assigned.

EMPLOYMENT STANDARDS

Education and Experience: Any combination equivalent to graduation from high school and three years of increasingly responsible clerical or secretarial experience involving public contact, and strong computer and word processing skills.

Knowledge and Abilities: Knowledge of modern office practices, procedures and equipment, including computer equipment and related software applications used by the district; telephone techniques and etiquette; correct English usage, grammar, spelling, punctuation and vocabulary; interpersonal skills using tact, patience and courtesy; financial and statistical record-keeping techniques; operation of office machines including computer equipment; basic research methods. Ability to perform a variety of responsible secretarial and clerical duties; organize and coordinate office activities and communications to assure efficient and timely completion of office and program projects and activities; type at 45 words net per minute from clear copy (verification of typing required with application); operate a variety of office machines including typewriter, calculator, copier and computer equipment; compose correspondence independently or from oral instructions; perform financial record-keeping duties; learn, apply, and explain department, program, and district policies, procedures, and rules; establish and maintain effective working relationships with others; work independently with little direction; make arithmetic calculations quickly and accurately; meet schedules and time lines with frequent interruptions; plan and organize work; work confidentially with discretion; maintain records and prepare reports; complete work with many interruptions.

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.