APPLE VALLEY UNIFIED SCHOOL DISTRICT

CLASS TITLE: SCHOOL SECRETARY

BASIC FUNCTION

Under direction of an Assistant Principal or other secondary school administrator, perform a variety of secretarial and clerical support duties; organize and facilitate communications between administrators and students, parents, faculty and others.

DISTINGUISHING CHARACTERISTICS

School Secretary positions provide secretarial support to an Administrator at a school site.  School Secretary‘s report to an Assistant Principal or other assigned supervisor and duties assigned are typically more complex and broader in scope than those of a School Office Assistant.

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.

• Answer telephones and operate office equipment including typewriter and copier. (E1)
• Assist by organizing communications and maintaining accurate records related to school events and activities and student discipline and attendance. (E1)
• Interpret, apply and explain school and District policies, procedures, rules and regulations. (E1)
• May take and transcribe dictation; type, proofread and prepare a wide variety of materials including reports, performance evaluations, parent/student/faculty handbooks, lists, bulletins, memoranda, notices, correspondence, newsletters and forms. (E1)
• Perform a variety of responsible secretarial duties at a secondary school. (E1)
• Prepare and process expulsions and suspensions according to established procedures. (E1)
• Contact students, parents, teachers and others to provide and obtain information. (E2)
• Prepare suspension and expulsion paperwork. (E2)
• Compile information and prepare lists and summaries. (E3)
• Maintain administrator's calendar, scheduling appointments and conferences as required. (E3)
• Operate a two-way radio. (E3)
• Operate and drive vehicle in support of essential duties; observe legal and defensive driving practices. (E3)
• Prepare, facilitate and track payroll/timecard submissions for site employees.
• Summon students and monitor student behavior in the office. (E3)
• Assist with mandated testing.
• Distribute truancy letters; schedule hearings. Enter hearing results into a permanent discipline file.
• Maintain budgets and records.
• Manages substitute teacher and classified substitute program. Prepares substitute teacher packages, including keys and lesson plans.
• Open, sort and route mail. 
• Order office supplies.
• Prepare packages for student attendance review and testing periods.
• Process travel requests and requisitions for staff. Process staff conferences.
• Provide work direction to student workers as assigned.
• 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 four (4) years of responsible secretarial experience involving public contact.

                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.

LICENSES AND OTHER REQUIREMENTS:

• A certificate stating freedom from Tuberculosis.
• A valid California Drivers License.
• Current DMV printout.
• Insurable by District liability insurance carrier.
• Valid CPR Certification preferred.
• Valid First Aid Certification.

KNOWLEDGE OF:

• Correct English usage, punctuation, spelling and grammar.
• Effective interpersonal skills.
• Financial and statistical record keeping techniques.
• Modern office practices, procedures and equipment.
• Oral and written communication skills.
• Site and District operations.

ABILITY TO:

• Communicate effectively verbally and in writing.

• Interpret, apply and explain rules and regulations.
• Maintain financial and statistical records and files.
• May take and transcribe dictation required for the position at a corrected speed of 90 words per minute preferred.
• Perform secretarial duties in support of assigned supervisor.
• Type/keyboard 45 words per minute net.

• Maintain effective working relationships with other people.

• Operate a PC and related software.
• Operate a two-way radio.

• Sit and drive in a vehicle.

PHYSICAL ABILITIES

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

ENVIRONMENT:

• School office environment.
• Occasionally exposed to outside weather conditions.
• Occasionally works evenings or weekends.
• Subject to demanding time lines and constant interruptions.

HAZARDS:

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