JOB SPECIFICATION SECRETARY II – K-8 PRINCIPAL DEFINITION Under the direction of the Principal, organize, coordinate, schedule and perform secretarial and routine administrative office duties with significant independence to assist the Principal; assure proper and efficient operations of the office; serve as secretary to the Principal and coordinate communications between administrators, District and site personnel, parents, students and the general public. RESPONSIBLE TO: Principal DISTINGUISHING CHARACTERISTICS Positions in this class normally serve as secretary and office assistant to the Principal. Incumbents assigned to this class are characterized by the responsibility for more complex record keeping duties. Adequate performance at this level requires the ability to exercise considerable independent judgment in solving work problems, which require a knowledge of school and district rules, policies and procedures. They may provide supervision and direction for other office staff. The duties listed below are typical for positions in the class collectively but no one position will necessarily include all these duties. EXAMPLES OF DUTIES The duties listed are typical, but not exclusive: • Performs a wide variety of clerical and secretarial work, including typing, proofreading, filing, checking and recording information. • Coordinates and prioritizes the office staff, activities and operation of a school office. • Gives information or directs visitors and parents to appropriate offices. • Answers inquiries concerning standardized policies, procedures and regulations. • Communicates with a wide variety of staff and community members and works to resolve the problems independently, or in accordance with general instructions, composes correspondence on a wide range of subjects, requiring a knowledge of procedures and policies of the school and District. • May take and transcribe dictation for letters, memos and reports or use dictation equipment from brief verbal or written instruction. • Makes appointments for administrator, prepares schedules, screens callers and correspondence. • Oversees regular and special reports to district office and the attendance of certificated/classified staff, substitute assignments, timesheets and schedules. • Oversees site budget related to various programs. • Communicates with various agencies, vendors, community services, staff, and the public to facilitate program and school operations. • Compiles data from a variety of sources and organizes into appropriate reports and format; assists in organizing materials for distribution or for special projects. • Prepares and processes applications, invoices, purchase orders, travel requests and other documents related to assigned programs. • Inspects reports, records and other data for accuracy and completeness. • Assists with updating of school website. • Oversees office equipment and supplies. • Operates a variety of office equipment, including computer, calculator and copier. • Maintains and keeps records and information in a confidential manner. • Participates in District in-service programs. • Issues keys and maintains control of records. • May provide basic first aid services to the students and dispense medication as necessary. • May coordinate the work of other office workers as directed. • May collect, count money and maintain financial records. • Performs related duties as assigned. QUALIFICATIONS GUIDE: Knowledge of: • Correct English usage, spelling, grammar, punctuation and math. • Modern office methods, use of personal computer, procedures and equipment, including receptionist and telephone techniques. • District policies, rules and regulations applicable to the local school. • Numerical, alphabetical and subject matter filing systems. • Budget monitoring and control. • Telephone techniques and etiquette. • Applicable sections of the State Education Code and other applicable laws. Ability to: • Prepare complex reports. • Perform a variety of secretarial work involving use of independent judgment and accuracy and speed. • Accurately post, check and maintain files and statistical records. • Relate well to a variety of individuals including students, parents and staff. • Proficiently operate standard office equipment including computer. • Perform clerical work without continuous supervision. • Understand and carry out oral and written instructions. • Maintain cooperative working relationships with those contacted in the course of work. • Perform public relations and communications services for the principal. • Compose independently or from oral instructions letters, memos, bulletins or other material. • Complete work with many interruptions. • Prepare complex reports. • Learn, interpret, apply and explain rules, regulations, policies and procedures. • Work confidentially with discretion. TRAINING AND EXPERIENCE Equivalent to the completion of the twelfth grade, including courses in typing and office practices; previous computer experience highly desirable; three years of experience in typing and secretarial work preferably including experience in a school district; or any combination of training and experience that could likely provide the desired knowledge and abilities. PERSONAL QUALITIES • Maturity, good work habits, sound judgment, pleasing personality, vital energy, willingness and ability to work under pressure and deadlines. • Understanding and sympathy with objectives of public education. • Dependable and reliable in handling tasks and information of a confidential nature. SKILLS • Typing 55 words per minute. • Use of shorthand and/or dictaphone and computer experience highly desirable. WORKING CONDITIONS: Environment: • Office environment, subject to constant interruptions and noise. Physical Abilities: • Dexterity of hands and fingers to operate a computer and office equipment. • Sitting or standing for extended periods of time. • Walking to various locations within the assigned school. • Kneeling and bending. • Reaching horizontally and overhead to retrieve, maintain and store supplies, files and records. • Lifting and carrying objects weighing up to 25 pounds. • Hearing and speaking to exchange information in person and on the phone. Hazards: • Incumbents may be exposed to contact with angry or dissatisfied individuals and sick or bleeding students. LICENSES & CERTIFICATES • A valid California Motor Vehicle Operator’s license. • A valid First-Aid Certificate to be obtained after appointment as required. WORK YEAR: 212 Days SALARY: Range 30 1/90, 5/07