SANTA ANA UNIFIED SCHOOL DISTRICT SENIOR SECRETARY BASIC FUNCTION: Under the direction of a Coordinator or Director, perform a wide variety of specialized secretarial and clerical work in organizing office activities and coordinating the flow of communications for an administrative official. DISTINGUISHING CHARACTERISTICS: Incumbents in this classification report to a coordinator or director level manager overseeing a major single functional activity with the District. The Senior Secretary performs a wide variety of important support functions on behalf of one or more coordinator or director level positions and other department staff. Responsibilities include both administrative assistant and secretarial/clerical duties in about the same proportion. REPRESENTATIVE DUTIES: Perform clerical and secretarial work for an administrative official and other department staff within a specific functional or operational area; maintain records; type correspondence and prepare material. E Receive visitors, take calls and provide information involving interpretation of departmental procedures and regulations. E Respond to questions by telephone or through written correspondence involving department policies and practices. E Compose correspondence independently for the Coordinator or Director's signature. E Receive telephone calls and determine the importance and urgency of calls and whether calls should be referred to other officials. E Arrange meetings for department personnel; arrange dates, reserve locations, and notify participants; prepare and maintain agenda, minutes and other information for meetings. E Make inquiries and obtain information and documents for the Coordinator or Director which may involve contact with administrative officials in other departments. E Assist in maintaining contact and coordinating communications with other offices in the District and individuals, groups, and associations within the community, county and state; prepare schedule of meetings; make travel and hotel reservations; maintain a department calendar. E Collect and compile information pertaining to related administrative activities; maintain a variety of office files and research file contents as necessary to collect information for reports; update policy manuals to reflect changes. E Operate a variety of office equipment including computer equipment. E Order supplies as necessary. E Assist the official in program communications and in coordinating the flow of departmental matters. REPRESENTATIVE DUTIES: (CONTINUED) Monitor other clerical personnel; provide work direction and training as necessary. Perform related duties as assigned. KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: Modern office practices, procedures and equipment including computer equipment. Record keeping techniques. English grammar, spelling and punctuation. Reading and writing communications skills. School District organization, operations and objectives. Applicable sections of State Education Code. Technical aspects of field of specialty. Computer software applications. ABILITY TO: Work independently with little direction. Establish and maintain effective working relationships with others. Operate modern office equipment including computer equipment. Type at 60 words per minute. Maintain records and prepare reports. Work confidentially with discretion. Organize and prioritize work to meet deadlines. Communicate effectively both orally and in writing. Perform the essential functions of the job. EDUCATION AND EXPERIENCE: Any combination equivalent to graduation from high school and four years of increasingly responsible experience in secretarial work. WORKING CONDITIONS: ENVIRONMENT: Office environment. Constant interruptions. PHYSICAL ABILITIES: Hearing and speaking accurately to exchange information in person or on the telephone. Seeing to read a variety of materials. Sitting or standing for extended periods of time. Dexterity of hands and fingers to operate a computer keyboard. Bending at the waist, kneeling or crouching to file materials. Lifting or moving objects, normally not exceeding forty (40) pounds. Reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job. Board Approved: (12/82 5/85) 5/01