SUMMARY Performs regular, recurring, yet moderately complex secretarial and administrative support duties, including but not limited to reception, transcription of documents in established formats, maintenance of document filing and retrieval systems, and basic recordkeeping. NATURE AND SCOPE This position performs secretarial activities that reflect formal training and/or experience in the field, and which will vary depending on the area of assignment. Exercises some judgment in routine administrative matters, and in preparing correspondence and communicating with staff and customers. Assignments require a working knowledge of modern secretarial practices and the ability to efficiently and effectively use both standard and specialized office equipment. DISTINGUISHING CHARACTERISTICS This is the first level Administrative Secretary position, requiring 2 years closely related experience. Advancement to Administrative Secretary II will require additional experience, and/or formal training, additional command of word processing and spreadsheet software, and service to a broader scope, function or department. Advancement to this position from Office Assistant II requires demonstrated competency in word processing and spreadsheet software in addition to the minimum qualifications listed below. ESSENTIAL TYPES OF DUTIES (Examples) • Performs secretarial and clerical duties involving the use of some independent judgment and an understanding of departmental functions and procedures. • Develops and maintains a working knowledge of special terminology related to the function to which assigned. • Screens incoming calls, mail, and visitors, evaluating the relative importance of each and independently resolving routine matters or referring to others. • Types from rough drafts or verbal instructions a variety of materials such as letters, memoranda, reports and statistical data. Composes correspondence and forms as necessary. • Initiates and answers telephone calls. Schedules appointments. Answers routine program policy and procedure inquiries within the scope of authority. Provides general information. • Arranges meetings as directed. Prepares schedules and informs participants, confirming dates and times. Makes hotel and travel reservations as directed. • Indexes and files correspondence, reports, and other materials according to predetermined breakdowns. Maintains filing system. • Performs limited scope recordkeeping for the department, fund, or grant(s) by preparing and processing invoices, requisitions, expense claims and vouchers. • Operates standard office machines and equipment including personal computers, typewriters, printers, copiers, calculators and fax machines. • Performs other duties as required to accomplish the objectives of the position. QUALIFICATIONS Knowledge and Skills: Working knowledge of modern secretarial and general office clerical principles, practices, and methods. Basic knowledge of the special practices, technicalities, and work methods for the department of assignment. Working knowledge of English grammar and composition, business and/or legal formats, spelling, arithmetic, filing, and recordkeeping. Sufficient human relations skill to communicate standard yet sometimes sensitive information, to employ lines of inquiry, and to maintain harmony in a work setting. Abilities: Requires the ability to independently perform all of the duties of the position efficiently and effectively. Must be able to coordinate and perform complex office and secretarial work with speed and accuracy. Must be able to learn, interpret, explain and apply knowledge of District and department organization, operations, programs, functions and special department terminology to relieve one or more managers or program coordinators of a variety of administrative details. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to analyze situations and accurately adopt an effective course of action. Requires the ability to communicate with students, staff, parents and the public using courtesy, and in a manner that reflects positively on the department and District. Must be able to work well independently and as part of a team. Physical abilities: Position involves standing, walking, stooping, and occasional carrying and lifting of lightweight materials (up to 20 pounds). May be required to sit for extended periods of time. Requires visual acuity and depth perception to recognize words and numbers; and hand and finger dexterity and hand/eye coordination to use a computer keyboard and common office equipment. Requires speaking and hearing ability sufficient to hear over a phone and carry on conversations. Must be able to type 50 words per minute. Education and Experience: High School diploma or equivalent required. Minimum 2 years of progressively responsible secretarial or clerical experience, preferably in a school setting is required.