| Description | Administrative Secretary II, Confidential (Business Services)
Department: Business Services
Location: District Office
Schedule: 8:00am-4:30pm (includes a .5 hour unpaid lunch), Monday-Friday
Work Year: 260 paid days per year
DEFINITION:
Under the direction of the Assistant Superintendent, Business Services, serves as the confidential secretary to the Assistant Superintendent, Business Services. The Administrative Secretary serves to perform general office, secretarial, and clerical support and communication for and on behalf of the Assistant Superintendent, Business Services, including those of an important or sensitive nature. The Administrative Secretary is responsible to the Assistant Superintendent, Business Services for the functions, activities, clerical work, and records of the office of Business Services.
Job Relationships:
This position is distinguished by bargaining unit exclusion. The Administrative Secretary has a direct relationship with staff, members of the public, special agency representatives, and visitors.
Essential Functions:
- Performs clerical and secretarial work and has an understanding of District functions and procedures. Performs a variety of confidential secretarial duties in support of the Assistant Superintendent. Answers and refers inquires for the Assistant Superintendent and gives approved information to the public in a courteous and business-like manner
- Keeps the Assistant Superintendent accurately informed regarding information directed to the office
- Plans the work of the offices to ensure prompt and efficient preparation of projects and reports required by the District and state. Prepares District reports by gathering information from a variety of sources
- Provides clerical support for the Assistant Superintendent, Business Services
- Takes and relays messages
- Exercises judgment in determining the importance and urgency of calls and whether calls should be referred to other officials
- Uses judgment in releasing information
- Organizes and edits material originating in the Business Services office
- Maintains administrator’s calendar and various committees created by the Assistant Superintendent, Business Services
- Arranges and processes travel requests for District employees as necessary
- Schedules appointments and committee meetings
- Takes dictation and transcribes notes accurately
- Types a wide variety of materials, including correspondence, reports, memoranda, and other necessary correspondence
- Facilitates visitors, exchange of information, telephone calls, and mail delivery for the Assistant Superintendent, Business Services and District
- Performs miscellaneous clerical duties, including filing and typing; assists with files organization. Maintains complex records and filing systems containing confidential and sensitive information
- Prepares materials and minutes of committee meetings as required
- Prepares attendance and/or other reports as requested
- Prepares extensive reports such the Federal Impact Aid report and Mandated Cost reports, and property and liability underwriting survey
- Maintains a list of annual District contracts
- Maintains student accident reports, employee accident reports (non-worker compensation type), property and loss reports, and/or any files that go into litigation. Works with the Risk Management staff from the San Diego County Office of Education and provides them with supporting documentation
- Maintains and retrieves student records for schools or authorized organizations requesting a student’s file. Writes letters verifying a student’s attendance to authorized personnel or organizations or for immigration purposes
- Maintains the postage meter and other mailing procedures, and keeps track of postage per site
- Performs receptionist duties, greeting office visitors, and initiating and answering phone calls
- Maintains a receptionist schedule and fills in when the receptionist is absent
- Calculates and collects developer fees
- Schedules the auditors for the District audit. Prepares and collects the requested information from the auditors and prepares their binder
- Processes purchase orders, prepares commercial warrants, processes invoices for payments, or processes revolving cash checks as needed. Assist school personnel with questions regarding FIS Accounting System
- Bilingual in English and Spanish highly desirable
- Performs Account Clerk II duties as needed
- Performs other duties as assigned
KNOWLEDGE OF:
- Correct English usage, spelling, grammar, and punctuation
- Modern secretarial practices and procedures, including records maintenance and document processing, telephone techniques, letter and report writing, and proofreading
- Technology usage and efficient use of electronic media including voice mail; scheduling; Microsoft Office products including word processing, Excel spreadsheets, Outlook email and calendar; and other technological presentation uses
- Record retrieval and storage systems
- General purposes and goals of public education
- District policies, operations, and organization
- Efficient recordkeeping procedures.
ABILITY TO:
- Perform responsible secretarial work
- Organize and carry through on work projects with minimum supervision
- Make arrangements for meetings and conferences
- Maintain confidentiality of information related to District, personnel, or controversial matters
- Deal calmly and rationally with irate or upset parents, students, faculty, or community members
- Establish and maintain cooperative and effective working relationships with others
- Understand, be sensitive to, and respectful of the diverse academic, socioeconomic, ethnic, religious, and cultural backgrounds, disabilities, and sexual orientation of students, parents, teachers, administrators, and staff
- Maintain consistent, punctual, and regular attendance
- Develop and maintain effective interpersonal relations using tact, patience, and courtesy
- Exercise good judgment in planning and carrying out work
- Give information accurately in person and by telephone
- Proficiently operate standard office equipment, including computers and other electronic media
- Effectively operate computer for word processing, spreadsheets, and other appropriate applications
- Develop and maintain filing systems for speedy retrieval and accurate record keeping
- Maintain filing systems that contain confidential or sensitive information
- Change and adapt office procedures and details in regard to the needs and requirements of the District
- Perform in situations requiring specialized knowledge, using tact and good judgment
- Perform confidential secretarial support for the Assistant Superintendent, Business Services
- Type 70 words per minute
- Take dictation at 100 words per minute
- Accept direction and intelligently follow instructions
- Work cooperatively with the public, administration, and fellow employees
Experience:
Minimum of five years of increasingly responsible secretarial experience including secretarial experience in a school district with business and accounting methods and procedures
Licenses and Other Requirements:
- District pre-employment tests
- Basic Skills Test – (spelling, grammar, proofreading, writing, and math)
- Microsoft Office Performance Test (Word, Excel, PowerPoint, Outlook)
- Current Typing Certificate of 70 words per minute or more
- Post offer physical examination and drug screen
- Fingerprint clearance from the Department of Justice and FBI
- Current X-ray or tuberculin skin test before employment and every four years thereafter
- Current valid California Driver’s License and automobile insurance
- Bilingual in English and Spanish desirable
Physical Demands:
- Dexterity of hands and fingers to operate a computer keyboard
- Hearing and speaking to exchange information in person and on the telephone
- Seeing to read a variety of materials and documents
- Bending at the waist, kneeling or crouching to file materials
- Prolonged sitting and desk work
- Lifting up to 25 pounds to transfer or box educational materials
- The selected candidate must be able to perform the duties of a rigorous and stressful work schedule
Environment:
- Office environment in District office
- Occasional work in District board room and community meeting areas
- Works on a computer monitor for prolonged periods
- Frequent interruptions
- Occasional contact with an angry or complaining parent or community member
Board Approved: 4/8/2014
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