Under the direction of a Director level administrator at the District Office, perform administrative assistant and clerical responsibilities involving a wide variety of difficult and responsible clerical stenographic work.
Position in this classification work for a Director both certificated and classified at the District Office. The work performed involves a wide variety of activities with considerable interaction with District personnel and/or the community. Positions in this classification require greater knowledge of District policies, procedures, rules and regulations and operate with a greater degree of independence and higher level of judgment and decision-making. Positions at the Secretary level report to an Assistant Director or comparable level district administrator. The Secretary classification is the entry level to the District Secretary series. For both the Senior Secretary and the Secretary classes, stenographic skills are generally required; however some positions my not require substantial shorthand depending on the individual administrator.
1. Work as an administrative assistant and clerical assistant to a District administrator; work effectively with the
Administrator on the assigned program.
2. Transcribe dictation from shorthand notes, Dictaphone, or longhand copy.
3. Type correspondence, reports, minutes, meeting notices, program guides and procedures and distribute as directed.
4. Answer telephone for the assigned director; screen calls, take messages, schedule appointments and refer calls to proper departments.
5. Open, sort and distribute mail to the office of the Director; identify items requiring immediate response.
6. Maintain files relating to the assigned program; maintain correspondence, in-service activities, federal, state and local regulations, professional organizations and other records as directed.
7. Type and record purchase orders and stores requisitions, special trip requests, claims for reimbursement, and special projects performed by department personnel.
8. Assist in the preparation of the budget for assigned programs.
9. Prepare agendas for staff meetings; take, transcribe and distribute minutes of meetings as directed.
10. Prepare requests for hire and authorizations to hire for personnel as directed.
11. Perform a wide variety of program related activities, including the coordination of administrative details in support of the Director.
12. Receive callers in person and over the phone and provide information concerning programs and procedures of assigned office.
13. Maintain the Director’s appointment calendar, schedule appointments and participate as necessary in meetings.
14. Gather, compute and compile information and figures for reports.
15. Deal tactfully and courteously with parents and students by telephone and in person as appropriate.
16. Perform related duties as assigned.
SKILLS, KNOWLEDGE AND ABILITIES
School District policy, rules and regulations; operations, procedure, specific rules and precedents of the particular department to which assigned; office methods, equipment and procedures; English usage, spelling vocabulary grammar, punctuation and basic arithmetic skills.
Learn, interpret and apply school District rules, laws and policies with good judgment while independently carrying out a variety of secretarial and technical procedures; take responsibility and use good judgment in recognizing scope of authority; compose correspondence independently; deal effectively with a wide variety of personalities and situations with tact, friendliness, judgment and poise; analyze situations accurately and adopt an effective course of action; prepare and maintain financial and statistical records and reports; make arithmetic calculations quickly and accurately; type at a speed of not less than 55 words per minute and take dictation at a speed of at least 90 words per minute.
EDUCATION AND EXPERIENCE:
Any combination equivalent to a high school diploma, plus some secretarial courses following graduation, plus at least three years experience in an increasingly responsible secretarial position. An additional year of experience may be substituted for course work beyond the high school diploma.
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