BASIC FUNCTION

Under the direction of an assigned supervisor; perform skilled secretarial duties for a variety of District-wide programs; organize, coordinate and participate in clerical activities in order to relieve the assigned supervisor of routine detail and assure efficient office operations.

DISTINGUISHING CHARACTERISTICS

Administrative Secretary positions perform complex and responsible secretarial duties at the District-level. Administrative Secretary I positions shall perform such duties that have limited scope and impact district wide. Administrative Secretary II positions are the more advanced classification; performing similar duties but with a broader scope and impact; may also serve in a lead capacity in multi-function departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: Incumbents in the classification may not perform all of these tasks or may perform similar related tasks not listed here.

• Perform complex and responsible secretarial duties for a District-level supervisor. (E1)

• Relieve the assigned supervisor of routine administrative detail. (E1)

• Type correspondence, reports, bulletins, forms, memoranda, legal documents and other materials. (E1) • Maintain complex records and filing systems including confidential, sensitive and financial information. (E1)

• Prepare and maintain records and reports; research, compile and organize materials and information. (E1)

• Schedule meetings, conferences and travel; attend meetings, prepare agendas and minutes using discretion. (E2)

• Complete and process personnel requisitions and other related personnel action forms (i.e.; time, attendance, evaluations) (E2)

• Operate office equipment including typewriter, copier and calculator; operate a microcomputer to perform word processing; prepare spreadsheets, data bases and other work. (E2)

• Operate and drive vehicle in support of essential duties; observe legal and defensive driving practices. (E3)

• Answer phones and greet visitors; provide specialized information to visitors and callers regarding District, State and County policies, procedures, rules and regulations. (E3)

• Maintain the master departmental calendar of events. (E3)

• Receive and resolve complaints or refer to appropriate personnel. (E3)

• Coordinate correspondence and communications, transmitting information as requested.

• Order office supplies.

• Open, sort and route mail.

• May take and transcribe dictation.

• Perform related duties as assigned.

MINIMUM QUALIFICATIONS: The requirements listed below are representative of knowledge, skills and abilities required to satisfactorily perform the essential duties and responsibilities.

EDUCATION AND EXPERIENCE: A. Graduation from High School or equivalent. B. Supplemental secretarial training and two (2) years of increasing responsible secretarial experience that shall include one (1) year experience in an administrative office. Or Any combination of education, training, and/or experience which demonstrates the ability to perform the essential duties may be substituted for the required experience and/or education. 

REQUIREMENTS:

• A certificate stating freedom from Tuberculosis.

• A valid California Drivers License.

• Current DMV printout.

• Insurable by District liability insurance carrier.

• Valid First Aid Certification preferred.

• Valid CPR Certification preferred.

KNOWLEDGE OF:

• Modern secretarial practices, procedures and equipment used in an administrative office. • District policies, procedures and organization.

• Oral and written communication skills.

• Telephone etiquette.

• Operation of a microcomputer and a computer terminal.

• Business applications software involving word processing, spreadsheets and data base management.

• Financial and statistical record keeping methods.

• Interpersonal skills including tact, courtesy and diplomacy.

ABILITY TO:

• Perform complex secretarial duties to relieve an administrator of routine detail.

• Organize and coordinate office operations.

• Communicate effectively verbally and in writing.

• Maintain complex filing systems including confidential materials.

• Operate office equipment.

• Operate a PC and related software.

• Type/keyboard at 55 words per minute net.

• Take dictation at 60 wpm preferred.

• Train and provide work direction to others.

• Maintain effective working relationships with other people.

• Sit and drive in a vehicle.

PHYSICAL ABILITIES

• Hearing and speaking to exchange information. • Standing for extended periods of time. • Seeing to read and compose written materials. • Operating a computer keyboard for extended periods of time. • Dexterity of hands and fingers to operate a computer keyboard. • Lift or move up to 35 pounds.

ENVIRONMENT:

• High school or District office environment. • Subject to demanding time lines and constant interruptions. • Occasionally works evenings or on weekends.

HAZARDS:

• Extended viewing of computer monitor. • Sitting for an extended period of time.