PARADISE UNIFIED SCHOOL DISTRICT

Job Title:       ADMINISTRATIVE SECRETARY                                                   Range 26

Position Purpose:

To assist an Assistant Superintendent or District level director by planning, coordinating and participating in the support activities related to the assigned responsibilities of District administration.  Employees in this classification receive limited supervision within a broad framework of policies and procedures.  This job class requires initiative and exercises independent judgment in the application and follow through on administrative decisions and policy making.  This job class also requires extensive school, public and organizational contact requiring the accurate interpretation of District policies, procedures, standards and requirements.  This job class functions at an advanced journey level of classification.  Positions assigned to this classification may be designated as confidential.

Supervisor:  District Administrator

Essential Job Duties:

The following tasks are essential for this position.  Incumbents in this classification may not perform all of these tasks, or may perform similar related tasks not listed here.

   1.     Processes administrative details not requiring the immediate attention of assigned administrator(s).

   2.     Performs varied, complex and highly responsible secretarial duties to assist in the processing and completion of administrative operations for assigned administrator(s)/department.

   3.     Acts as information source regarding the District’s policies, procedures and objectives as related to assigned department/program(s); receiving and interviewing callers and giving out information where judgment, knowledge and interpretations are utilized especially in the proper handling of confidential files or information.

   4.     Arranges committee and other meetings; prepares supports materials, minutes and summaries of actions taken as assigned.

   5.     Keyboards a variety of correspondence and other complex materials such as statistical reports, final reports, contracts, insurance claims, budgets psychological reports, assessments and evaluations.

   6.     Takes and transcribes notes, and/or tapes; composes letters and memos from brief notes and/or general instructions.

   7.     Maintains control files on matters in progress and expedites their completion.

   8.     Prepares information needed in administrative decisions and in facilitating implementation of District policies and programs.

   9.     Maintains, updates and distributes District/Board policy and procedures manuals.

1. Coordinates, supervises and monitors special projects, assignments and activities.
2. Establishes and maintains varied, complex and confidential files and data collection systems; enters/updates database on computer, prints a variety of reports.
3. Collects, compiles and digests information pertaining to specified administrative or educational activities and operational functions as assigned.
4. Arranges appointments and schedules; maintains detailed calendar for assigned Assistant Superintendent and/or other District staff related to functions of assigned unit(s).
5. Compiles and organizes information for the preparation of special reports as assigned.
6. Receives complaints and may initiate action to resolve the problem.
7. Coordinates and prioritizes work flow within operational unit and in conjunction with other units; may direct and monitor the work of others in a lead capacity on a project basis.
8. Performs special assignments as assigned.
9. Performs related duties as required.

Minimum Knowledge, Skill and Ability:

Knowledge of:

• Proper office methods, practices and procedures including computerized database and manual filing systems, business correspondence, receptionist techniques, report writing and telephone techniques.
• Basic school district functions, policies, rules and regulations.
• Proper English usage, spelling, grammar, punctuation and vocabulary.

Skill and Ability to:

• Learn and interpret assigned District unit’s policies, procedures, rules and regulations and to apply them with good judgment in a variety of procedural situations.
• Keyboard at 60 wpm.
• Understand and carry out complex oral and written instructions in an independent manner.
• Perform complex secretarial/clerical work with speed and accuracy.
• Establish and maintain a variety of computerized and manual recordkeeping and data collection systems and prepare related reports.
• Take and accurately transcribe texts of meetings at a rate required for successful job performance.
• Effectively and tactfully communicate in both oral and written forms.
• Effectively analyze situations and make decisions on procedural matters without immediate supervision.
• Apply good judgment in recognizing the scope of authority as delegated.
• Maintain the security and confidentiality of sensitive information and files.
• Plan, organize and prioritize work load to meet established timelines.
• Operate a variety of standard office equipment such as calculator, typewriter, transcriber, copier, word processor, computer and printer.
• Establish and maintain effective and cooperative working relationships with those contacted in the performance of required duties.
  

Training and Experience:

Any combination equivalent to training and experience that could likely provide the required knowledge, skills and abilities would be qualifying.  A typical way to obtain the knowledge, skills and abilities would be: graduation from high school and five years secretarial experience.

Physical Requirements and Working Conditions:

In order to perform this job successfully an individual must meet the physical requirements necessary to complete the essential job duties.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job duties.

• Require mobility of arms to reach and dexterity of hands to grasp and manipulate small objects.  Lower body mobility may not be required.
• Perform work that is primarily sedentary.
• Is subject to inside environmental conditions.

Board Approved 3/16/99                                                                                         Admsecty