TUSTIN UNIFIED SCHOOL DISTRICT SECRETARY II Range 42 DEFINITION: The Secretary II, under the supervision of an assigned Director, performs skilled secretarial and clerical work and assists the Director with a wide variety of routine administrative and office duties. ESSENTIAL DUTIES: • Serves as primary secretary to a Director of a large program and function, assisting in the overall coordination of functions headed by the Director, performs a variety of clerical and technical tasks and serves as liaison with other District staff and the public. • Composes, prepares and assembles materials such as routine correspondence, researches, collects and compiles statistical, financial, or other diverse and specialized information. • Communicates with a variety of District personnel, management, outside agencies and the community. • May coordinate the work of support staff. • Coordinates and schedules appointments and interviews, arranges meetings and makes travel arrangements, attends meetings as assigned, screens visitors and phone calls. • May maintain budget information for the assigned department. • Reviews and checks documents for completeness, accuracy and conformance with applicable rules/regulations and procedural requirements. • Assists in preparation of agenda material for meetings of the Board of Education. • Maintains office equipment in proper working condition and arranges for repairs. • Orders supplies and materials needed. • Takes and/or transcribes dictation for a wide variety of subjects. • Performs related tasks as required. QUALIFICATIONS Knowledge of: • Correct English usage, spelling, grammar and punctuation. • Current computer applications in word processing, presentation preparation, spreadsheet/database, and Internet access. • Modern office organization, procedures, and practices. • Standard and technical office equipment. • Business letter writing and basic report preparation. • Principles and procedures of record keeping. • Telephone etiquette. • Health regulations and safe working methods and procedures. • Proper lifting techniques. • District policies, rules and regulations. Ability to: • Type at a net corrected speed of 60 words per minute. • Perform a variety of complex clerical and secretarial work involving use of independent judgment and requiring accuracy and speed. • Analyze situations accurately and make decisions in procedural matters without immediate supervision. • Devise or adapt office procedures in response to changing organizational needs. • Make clear and comprehensive reports and keep complex records. • Operate standard office equipment. • Read, understand, and explain technical policies and materials. • Use dictation equipment with proficiency. • Communicate effectively both orally and in writing. • Observe health and safety regulations. • Work cooperatively with others. • Understand and follow oral and written instructions. Education/Training/Required Certification: • High school graduate or equivalent. • Courses in recognized college or business school in secretarial or related subjects. • At least two years experience in a responsible secretarial position, preferably in a public school setting or district office. • Dictation and transcription skills desirable. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of the job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk and/or hear. The employee frequently is required to walk or sit. The employee is occasionally required to stand; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee may occasionally lift and/or move up to 50 pounds. Work conditions may include exposure to fumes, dust, odors, cleaning agents and chemicals. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.