SANTA ANA UNIFIED SCHOOL DISTRICT ADMINISTRATIVE SECRETARY-HUMAN RESOURCES BASIC FUNCTION: Under the direction of the Executive Director of Human Resources and/or the Director of Classified Personnel Services to perform highly skilled confidential secretarial work in planning, organizing, and performing secretarial operations related to the Human Resources Division. DISTINGUISHING CHARACTERISTICS: Duties in this classification tend to be weighted more toward administrative assistant responsibilities, but there is considerable attention paid to clerical and secretarial details. Duties tend to be varied, technical and involve a high degree of initiative and independence and considerable knowledge of the policies and procedures of District wide functions and operations. Admin¬istrative Secretaries interact at the highest management levels and provide administrative and secretarial service to one or more large and diversified programs. REPRESENTATIVE DUTIES: Perform a wide variety of secretarial duties on behalf of the admin¬istrator; process administrative details not requiring the immediate attention of the administrative official; make travel arrangements. E Type and compose correspondence including letters, agenda items, conference requests, and department technical data. E Monitor other clerical personnel; provide work direction and training as necessary. E Coordinate payroll for department as requested; collect and review time sheets and submit to payroll in a timely manner. E Maintain a constant flow of written communications between admin¬istrators and school personnel; respond to telephone inquiries regarding the policies and practices of the assigned department. E Make appointments for the administrator; schedule meetings and conferences; maintain the administrator's calendar. E Collect and compile information pertaining to related administrative activities and prepare drafts of reports; assist in accumulating items to compose correspondence for Board meetings. E Develop procedures to expedite transmittal of information or facili¬tate implementation of policies and programs. E Update policy manuals to reflect changes; prepare agenda and other information for meetings and conferences. E Attend conferences and committee meetings; prepare minutes and summaries of actions taken. E Handle sensitive employee-related discipline issues. E Multi-task and prioritize time sensitive materials such as letters for attorneys and special employee-related hearings. E REPRESENTATIVE DUTIES: (CONTINUED) Prepare and type reports of financial and statistical data; maintain control files of matters in progress and expedite their completion. E Assist in preparing information for the budget. Assist in maintaining contact and communications with individuals, groups and associations within the community. Assist in coordinating communications with other offices in the District. Perform related duties as assigned. KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: Modern office practices, procedures and equipment. Record keeping techniques. English, grammar, spelling, and punctuation. Reading and writing communications skills. School District organization, operations and objectives. Oral and written communications skills. Applicable sections of State Education Code. Technical aspects of field of specialty. Collection and organization of data and information. Social, cultural and linguistic diversity of district, city and community. ABILITY TO: Make simple arithmetic calculations. Operate modern office equipment including computer equipment. Understand and follow oral and written directions. Work cooperatively with others. Demonstrate high-level computer skills (i.e. PowerPoint, Excel, and Words, etc.) Type 65 words per minute. Exercise discretion and judgment when making appointments for the administrator or referring calls. Communicate effectively both orally and in writing. Establish and maintain effective working relationships with others. Work confidentially and with discretion. Supervise the work of others. Organize and prioritize work to meet deadlines. Work effectively in multicultural settings. Perform the essential functions of the job. EDUCATION AND EXPERIENCE: Any combination equivalent to high school education and some additional course work in the secretarial field and five years of increasingly responsible secretarial work. Biliterate/bilingual, English/Spanish, desirable. WORKING CONDITIONS: ENVIRONMENT: Office environment. Constant interruptions. PHYSICAL ABILITIES: Hearing and speaking to accurately exchange information in person or on the telephone. Seeing to read a variety of materials. Sitting 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 twenty (20) pounds. Accommodation may be made to enable a person with a disability to perform the essential functions of the job with or without reasonable accommodation.