MOUNTAIN VIEW-LOS ALTOS UNION HIGH SCHOOL DISTRICT 1299 BRYANT AVENUE MOUNTAIN VIEW, CA 94040 CLASS TITLE: SENIOR STAFF SECRETARY BASIC FUNCTION: Under the direction of an administrator, perform a variety of clerical and secretarial functions in support of school office operations; perform public relations and communication services for the administrator. REPRESENTATIVE DUTIES: Perform secretarial duties in support of a high school administrator, assisting the supervisor with routine administrative matters as appropriate; independently compose letters, memoranda and bulletins. Coordinate the assigned office acting as receptionist and primary contact and reference source for staff, students, parents, and the public; provide information over the phone or in personal contacts with parents, students, school personnel and others as appropriate. Contact person for police, probation department, and other public agencies. Prepare and process specialized forms, packets, and information related to the assignment areas of the administrator. Schedule and coordinate meetings, appointments, and conferences for the administrator. Type from rough drafts or verbal instructions a variety of materials such as letters, memoranda, bulletins, reports, and statistical data. Compile, prepare and maintain school/student records and consolidate reports. Assure timely communications among supervisor, staff, students, parents, and the public; inform supervisor, teachers and others of events, dates, field trips, and other activities. Perform a wide variety of problem-solving tasks in support of certificated, classified, and management personnel. Perform additional duties in the absence of the principal's secretary or in case of emergency. Type work orders, transportation requests, accident reports, conference requests, parent conference reports, certificates, and other forms and reports pertinent to the assignment. Coordinate and schedule facility use for the staff and the public. Provide work direction and guidance to student assistants as assigned. Maintain confidential student records. Assist with scheduling testing dates, coordinating, and proctoring tests. Operate a variety of office machines, including computer terminal and communications equipment. Perform related duties as assigned. KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: Modern office practices, procedures and equipment. Receptionist and telephone techniques and etiquette. Record-keeping techniques. Health and safety regulations. Correct English usage, grammar, spelling, punctuation and vocabulary. Oral and written communication skills. Applicable sections of State Education Code and other applicable laws. Interpersonal skills using tact, patience, and courtesy. Operation of office machines, including computer equipment, word processing, spreadsheet, and data base software. ABILITY TO: Perform and coordinate office, secretarial and clerical work in support of a high school administrator. Learn, interpret, apply and explain school and District policies, rules, and objectives. Work independently with little direction. Understand and interpret rules and written directions and apply to specific situations. Perform problem-solving tasks requiring independent judgment. Compose correspondence independently. Perform duties effectively with many demands on time and with constant interruptions. Keyboard accurately at a rate required for successful job performance. Establish and maintain effective working relationships with others. Meet schedules and time lines. Plan and organize work. Train and provide work direction to others. Maintain records and prepare reports. Work confidentially with discretion. Make arithmetic calculations quickly and accurately. Communicate effectively both orally and in writing. Operate office machines including computer equipment. Use word processing, data base and spreadsheet software. EDUCATION AND EXPERIENCE: Any combination equivalent to graduation from high school and three years of office experience, preferably in an educational setting. PHYSICAL DEMANDS AND WORKING CONDITIONS: • School office environment; subject to frequent interruptions • Work under pressure of deadlines and time constraints • May be required to work at a computer workstation for extended periods of time Licenses and other requirements: • Criminal Justice fingerprint clearance • Evidence of TB clearance If required to operate a vehicle: • Valid California Motor Vehicle Operator’s License • Acceptable driving record and qualification for insurability by the District’s insurance carrier HEARING, VISION, AND SPEECH AND LANGUAGE PROCESSING: Close proximity hearing and clarity of vision near and far with various distance focus/refocus ability are necessary for these tasks. This job requires a very articulate communicator for so many of the tasks involve direct conversation with co-workers, staff members, and the public. The senior staff secretary must read and write with speed and accuracy. He/she must comprehend visual and auditory input given by others. Short and long term memory recall ability is required in all tasks. This person must be a tactful and efficient worker with all whom he/she comes in contact.