SECRETARY IV - Ocean View Elementary School at Lucia Mar Unified School District
Job Summary
Job Summary
Under general supervision, serves as secretary to administration; performs secretarial duties involving independent judgment and of varied and responsible nature; directs and coordinates the work of all other clerical assistants.
Job Description / Essential Elements:
Print
REVISED DATE: November 18, 2014
TITLE: SECRETARY IV
SALARY RANGE: 24
JOB SUMMARY
Under general supervision, serves as secretary to administration; performs secretarial duties involving independent judgment and of varied and responsible nature; directs and coordinates the work of all other clerical assistants.
QUALIFICATIONS
a. Required:
1. Graduation from high school or its equivalent.
2. Two years of increasingly responsible secretarial or clerical experience.
3. Ability to keyboard at 55 words-per-minute as evidenced by a keyboarding certificate.
4. Knowledge of current office procedures and practices, including proper telephone
techniques, spelling, punctuation and grammatical usage, word processing, accurate alpha-
numeric filing, proficient use of current office equipment including computers, fax
machines, photo-copier and scanner.
5. Read, understand, and follow both oral and written directions.
6. Provide clear oral and written directions.
7. Organize, execute, delegate and supervise work efficiently.
8. Ability to act calmly and sensibly in stressful situations, and multi-task in a fast-paced
environment with frequent interruptions.
9. Ability to establish and maintain effective working relationships with staff, parents, students
and the public.
10.Establish and maintain effective office procedures and practices.
b. Desirable:
1. Additional training and experience with business correspondence, communication and
effective office management.
2. Valid California driver license.
3. Communicate in Spanish.
4. School office experience as a Secretary I, II or III, or equivalent office experience.
5. Knowledge, experience, and application of Microsoft Office Suite, including Word, Excel,
PowerPoint, Publisher and Outlook.
6. Experience with Aeries and QSS.
ESSENTIAL FUNCTIONS
1. Perform and maintain a variety of clerical tasks including word processing, data bases,
proofreading, filing, checking and recording information, compiling reports, organizing,
multiple calendars, appointments, requisitions, purchase orders, supplies and materials
orders, inventory, work orders and budgets.
2. Organize and direct student enrollment and discharge procedures.
3. Organize, direct and coordinate daily attendance reporting, notification and verification
procedures.
4. Organize, direct and coordinate meal count, Independent Study and Home Hospital
procedures.
5. Organize, direct and coordinate all other student records procedures.
6. Organize, direct, and coordinate public volunteers, first aid, medication, SubFinder, mail,
and other components for the efficient and effective operation of the office.
7. Answer telephones and give out appropriate information to school personnel and the public.
8. May maintain systems and records for Associated Student Body accounts and write checks
as necessary. Manage budgets, money and deposits moving through the office.
9. Organize, direct, and coordinate Homelink, ABI accounts, work permits and website.
10.Perform other duties as reasonably related to classification.
OTHER ESSENTIAL FUNCTIONS/PHYSICAL REQUIREMENTS
1. Ability to sit for extended periods of time.
2. Ability to see and read printed matter with or without visual aids.
3. Facility to hear and understand speech at normal levels and to hear and understand speech on the telephone.
4. Ability to communicate so others will clearly understand normal conversation.
5. Physical dexterity in limbs and digits to operate computer keyboard and other office
machines used.
6. Ability to stand, walk, twist, bend over, grasp, reach overhead, push pull and move, lift
and/or carry up to 5 pounds on a regular basis and up to 15 pounds occasionally.
OTHER ESSENTIAL FUNCTIONS/MENTAL REQUIREMENTS
1. Ability to concentrate on a single task for up to two (2) hours at a time.
2. Ability to learn quickly and adapt to a variety of machinery, instructions, and task methods.
3. Ability to multi-task and meet deadlines in terms of work assignment schedules.
4. Ability to work in stressful situations and remain calm under pressure.
OTHER ESSENTIAL FUNCTIONS/SOCIAL REQUIREMENTS
1. Interact daily in person with other members of the school staff, students, parents,
community members, vendors and other school visitors, and possess comfortable
interpersonal skills and cooperative attitudes.
2. Because of the time urgent nature of duties and because work product of position is
interdependent with that of other staff, consistent attendance is required.
3. Convey an understanding, patient attitude toward other staff, students, parents,
community members, vendors, and other school visitors.
4. Maintain the privacy of confidential information.
NOTE: This list of essential functions and of physical requirements is not exhaustive and may be supplemented as necessary in accordance with the requirements of the job.
SUPERVISION: The Secretary IV is under the supervision of the principal or other management designee.
Requirements / Qualifications
Requirements / Qualifications
Required documents to be submitted by closing date: 1) Cover Letter 2) Resume 3) One (1) letter of reference, written & signed within the last year 4) 55 wpm net typing certificate (on-line typing certificates are unacceptable)
Required documents to be submitted by closing date: 1) Cover Letter 2) Resume 3) One (1) letter of reference, written & signed within the last year 4) 55 wpm net typing certificate (on-line typing certificates are unacceptable)