
Executive Secretary (Classified Permanent SAUSD Employees Only) at Santa Ana Unified School District
IN-HOUSE VACANCY - INTERNAL CANDIDATES ONLY
This position is only available to current employees of this school district. Applications submitted by job seekers not currently employed by the school district will not be considered.
Job Description / Essential Elements:
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SANTA ANA UNIFIED SCHOOL DISTRICT
EXECUTIVE SECRETARY
BASIC FUNCTION:
Under the direction of an Assistant or Associate Superintendent, serve as confidential secretary in performing clerical duties related to the administrator's assigned responsibilities; perform clerical and administrative assistant duties in assuming administrative details for the office.
DISTINGUISHING CHARACTERISTICS:
Incumbents in this classification interact at executive levels within the District and with contacts outside the District. Incumbents perform administrative assistant duties more frequently than other secretarial classifications and serve as a confidential secretary. Duties tend to be varied, technical and involve a high degree of initiative, independence and considerable knowledge of District-wide functions and operations.
REPRESENTATIVE DUTIES:
Type and compose correspondence including letters, agenda items, conference requests and department technical data; process administrative details not requiring immediate attention of the administrative official. E
Maintain administrative calendar for administrator; schedule appointments and meetings. E
Act as office coordinator; coordinate and assign duties to designated office staff; assess office supply needs. E
Respond to questions from employees and the public regarding department policy and practice; refer questions as appropriate to superiors. E
Process administrative details; organize and expedite various matters on behalf of the administrator. E
Maintain various department records and reports; research records as directed and perform special projects as requested. E
Receive incoming mail and prioritize as necessary; determine which correspondence could be answered without the administrator's attention. E
Collect, compile and analyze information pertaining to related administrative activities and prepare drafts of reports. E
Develop procedures to expedite transmittal of information or to facilitate implementation of policies and programs. E
Assist in accumulating items for Board meeting agendas.
Assist in preparing information for the budget; review and monitor budget figures as directed.
Assist in maintaining contact with individuals, groups and associations within the community.
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 communication skills.
Applicable sections of State Education Code.
Technical aspects of field of specialty.
Collection and organization of data and information.
Computer software applications.
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 cooperative with others.
Type at 65 words per minute.
Demonstrate high-level computer skills (i.e.: PowerPoint, Excel, and Word, etc.)
With high skill, accurately take notes and minutes of meetings using portable
computer, recording equipment, or method of speed writing.
Perform high level office skills.
Compose letters and documents
Communicate effectively with others both orally and in writing.
Establish and maintain effective working relationships with others.
Work confidentially with discretion.
Supervise the work of others.
Maintain records and prepare reports.
Organize and prioritize work to meet deadlines.
Perform the essential duties of the job.
EDUCATION AND EXPERIENCE:
Any combination equivalent to graduation from high school; some additional secretarial training at the college level and six years of increasingly responsible secretarial work, including one year in an educational setting. Biliterate/bilingual, English/Spanish, desirable.
WORKING CONDITIONS:
ENVIRONMENT:
Typical 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.
Reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job.
Board Approved: (12/82 9/91 12/99) 5/01
Requirements / Qualifications
Any combination equivalent to graduation from high school; some additional secretarial training at the college level and six years of increasingly responsible secretarial work, including one year in an educational setting. Biliterate/bilingual, English/Spanish, desirable.
Please complete the online EDJoin application and attach copies of the following documents: High School Diploma Resume In lieu of the High School Diploma we will accept the following: Proof of AA Proof of BA Degree (Attach copy of degree or transcripts with degree posted) We will NOT accept ANY faxed or e-mailed attachments/documents. This position requires a valid High School Diploma or valid equivalency established by an accredited institution/agency within the United States. Applications that do not include a valid degree will not be considered. If you would like to receive credit for a foreign degree, you may submit your foreign degree to an approved education evaluation service. Any cost of evaluation is the candidate’s responsibility. For your convenience, you may visit our website at www.sausd.us under the Human Resources link for a list of approved education evaluation services. The District provides this list only as information to prospective job candidates and makes no endorsement on any of the companies listed. THE DOCUMENT SPECIFIED ABOVE MUST BE ATTACHED IN ORDER FOR YOUR APPLICATION TO BE CONSIDERED FOR EMPLOYMENT.
Requirements / Qualifications
Any combination equivalent to graduation from high school; some additional secretarial training at the college level and six years of increasingly responsible secretarial work, including one year in an educational setting. Biliterate/bilingual, English/Spanish, desirable.
Please complete the online EDJoin application and attach copies of the following documents: High School Diploma Resume In lieu of the High School Diploma we will accept the following: Proof of AA Proof of BA Degree (Attach copy of degree or transcripts with degree posted) We will NOT accept ANY faxed or e-mailed attachments/documents. This position requires a valid High School Diploma or valid equivalency established by an accredited institution/agency within the United States. Applications that do not include a valid degree will not be considered. If you would like to receive credit for a foreign degree, you may submit your foreign degree to an approved education evaluation service. Any cost of evaluation is the candidate’s responsibility. For your convenience, you may visit our website at www.sausd.us under the Human Resources link for a list of approved education evaluation services. The District provides this list only as information to prospective job candidates and makes no endorsement on any of the companies listed. THE DOCUMENT SPECIFIED ABOVE MUST BE ATTACHED IN ORDER FOR YOUR APPLICATION TO BE CONSIDERED FOR EMPLOYMENT.