DIRECTLY RESPONSIBLE TO: School Administrator or designee.

SUMMARY OF POSITION:

To perform a variety of complex clerical/secretarial support functions in support of assigned staff and District/School office operations. Employees in this classification receive limited supervision within a framework of standard policies, and procedures. Employees in this class may monitor and direct the work of other office staff and student assistants in a lead capacity. This job class performs highly responsible secretarial/administrative and operational support functions and requires the use of initiative, organizational skills, problem solving skills and independent judgment in the processing of routine administrative details not requiring the immediate attention of assigned administrator. Positions in this job class may serve as administrative support to a Vice Principal or District level administrator.

ESSENTIAL DUTIES:

• Serve as an administrative support to a Vice Principal or District level administrator as assigned; performs a variety of complex secretarial/clerical and administrative support functions related to the activities and operations of assigned office
• Provides information and assistance regarding assigned office/department operations, activities, policies, and procedures to students, faculty, administrators, parents, contractors, and others; answers telephones and may act as office receptionist
• Types, duplicates, and distributes a wide variety of correspondence, forms and materials related to assigned office/department functions from rough draft, verbal instruction, or own initiative including memos, minutes, lists, correspondence, press releases, schedules, confidential evaluations, and reports; composes routine correspondence
• Compiles data and prepares and/or assists in the preparation of complex reports from data collected and records kept
• Schedules appointments and maintains and updates calendar for assigned staff
• Performs duties and assignments related to assigned department/office activities and operations.
• Assists administration and counseling with student database and other related tasks
• Establishes and maintains variety of records and files related to assigned department/office operations
• Maintain and monitor departmental budget and account records; maintains account balances; and prepares related financial reports
• Enters, updates, and retrieves data related to assigned department operations into a computer terminal such as budgets, class lists, maintenance work orders, etc...; generates and distributes related reports
• Creates and maintains computerized data files; enters, updates, and prints a variety of data related to student enrollment, grades, registration, etc.
• Order, receive, store, inventory, and issue departmental supplies, forms, and materials; follows up on incomplete or damaged shipments
• Operates a variety of standard office equipment including typewriter, copier, computer terminal, printer, and calculator; may operate a two way radio
• Prepare, track, or record purchase orders and requisitions
• Receives, opens, sorts, and distributes incoming mail
• Act as resource person for general computer questions related to assigned office
• Train, direct, and maintain the work of other office staff and student assistants in a lead capacity
• Perform duties such as tracking attendance, student registration, and working with substitutes
• Run reports related to scope of day to day office functions

KNOWLEDGE OF:

• Organization, policies and procedures of the assigned department or program
• General purposes and goals of public education, modern office practices, procedures and equipment
• Information transfer, sharing and communications among differing computer systems
• California State reporting criteria, Education Code, District Policies, and other applicable laws
• Financial record keeping techniques, filing systems, and information management
• Correct English usage, grammar, spelling, punctuation and vocabulary

ABILITY TO:

• Understand and communicate independently and effectively in both oral and written forms
• Use patience and courtesy in interacting with parents, staff, and students
• Direct and monitor the work of others in a lead capacity as assigned
• Maintain the confidentiality and security of sensitive information and files
• Analyze situations and take appropriate action regarding routing procedural matters without immediate supervision
• Learn and effectively apply attendance accounting methods, techniques, procedures, and policies
• Operate computer equipment, operating systems, and variety of computer applications and programs
• Establish and accurately maintain a variety of complex records and files and prepare related reports
• Meet schedules and timelines
• Perform complex secretarial/clerical work with speed and accuracy
• Perform accurate mathematical calculations using basic addition, subtraction, multiplication, and division
• Understand and follow oral and written directions
• Establish and maintain cooperative and effective working relationships with others
• Accurately type at a rate required for successful job performance (45 WPM)
• Perform duties effectively with many demands on time and constant interruptions

EDUCATION AND EXPERIENCE:

Any combination equivalent to:  graduate from high school, or four years responsible clerical experience; preferred experience in education.

PHYSICAL DEMANDS, ADA REQUIREMENTS, ENVIRONMENT:

Sit for extended periods at a desk, conference table, or in meeting rooms. Frequently stand and walk; bend, stoop, and reach overhead. Normal manual dexterity and eye-hand coordination. Physical agility to lift and move up to 25 pounds. Repetitive hand activities within close reach, such as keyboard, mouse, handwriting, files and phone (continuously), and printed matter with or without visual aids. Verbal communications including the ability to speak and hear at normal room levels. Ability to use office equipment including computer terminals, telephones, calculators, copiers and FAX. District office and school environment; subject to many demands on time and constant interruptions.