CLASS TITLE: ADMINISTRATIVE SECRETARY I BASIC FUNCTION: Perform a variety of primary secretarial support functions of a difficult and complex nature in a departmental office of a District-wide function. DISTINGUISHING CHARACTERISTICS: Administrative Secretary I incumbents are assigned in District Office departments providing District-wide services and incumbents typically report to a Director or Coordinator of a District-wide function. There may be lead responsibilities for a small number of student assistants or classified employees. Administrative Secretary II incumbents report to the administrator of a District-wide function at the level of an Administrative Director who directs functions headed by a Director or Coordinator. REPRESENTATIVE DUTIES: Individual positions may not perform all of the duties listed nor do these examples include all responsibilities of positions in this class. Serve as primary secretary to a Director or Coordinator of a District-wide function; perform a variety of clerical and technical tasks and serve as liaison with other District staff and the public. E Transcribe dictation and type a variety of material including those of a confidential nature; take and transcribe minutes from meetings of a variety of committees and groups. E Compose, prepare and assemble materials such as routine correspondence and agenda items and research, collect and compile statistical, financial, or other diverse and specialized information. E Assist in coordinating the flow of program communications; design and distribute special program information. E Review and check documents for completeness, accuracy and conformance with applicable rules/regulations and procedural requirements. E Post information on records and input to various computer systems; maintain office records. E Schedule appointments, arrange meetings and make travel arrangements; screen visitors and phone calls. E Prepare and maintain budget information for the assigned department. Provide information where judgment, knowledge and interpretation of policies and regulations are necessary. Prepare periodic reports as required by the office. Receive mail and identify and refer matters in order of priority. Perform related duties as assigned. KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: Modern office practices, procedures and equipment. Letter and report preparation techniques. Data management. Storage and retrieval systems. Receptionist and telephone techniques and etiquette. Correct English usage, grammar, spelling, punctuation and vocabulary. Computational methods. Operation of office machines including computer equipment and specified software. ABILITY TO: Perform responsible clerical and secretarial work independently and effectively. Analyze difficult and sensitive situations and adopt an appropriate course of action. Compose correspondence and other narrative material. Assemble and compile data/information and prepare reports. Maintain complex files and records. Understand and retain a variety of policies, procedures and technical written material and information. Operate a variety of office equipment including microcomputers, computer terminals, word processors, typewriters, and dictaphone equipment. Type at 50 words per minute from clear copy. Operate a computer terminal to enter data, maintain records and generate reports. EDUCATION AND EXPERIENCE: Any combination equivalent to: high school diploma or equivalent including or supplemented by training in business office management and increasingly responsible secretarial experience performing a wide variety of duties. WORKING CONDITIONS: ENVIRONMENT: Office environment. Constant interruptions. PHYSICAL DEMANDS: Dexterity of hands and fingers to operate a computer keyboard and other office equipment. Sitting for extended periods of time. Bending at the waist, kneeling or crouching. Reaching overhead, above the shoulders and horizontally to maintain and retrieve files. Board Approved 11/2/99