CLASSIFIED SERVICE JOB SPECIFICATION


JOB CLASS: SECRETARY

LEVEL: ADMINISTRATIVE III - CONFIDENTIAL

POSITION TITLE: ADMINISTRATIVE SECRETARY TO THE
DEPUTY SUPERINTENDENT


CLASS DEFINITION:

Positions within this class are characterized by having as their primary assignment secretarial duties within an office setting.  Under the direction of a specific manager or a group of managers in a department setting, these positions perform administrative duties to assist the managers assigned to them.  The tasks which accrue to this class almost always require independence in judgment, sound organizational skills, excellent communication skills and the ability to take charge.   Such positions often provide leadership to other clerical positions in the department.  Levels within this class are differentiated by virtue of the administrator to whom they provide assistance, the level of clerical skills required, the degree of independence expected of the position, and the level of education and experience required to perform the specifications of the assignment.

POSITION DEFINITION:

Under general direction of the Assistant Superintendent to perform secretarial duties in assigned areas; to conduct research and to perform a variety of administrative details in support of the Assistant Superintendent, and to do related work as required.

EXAMPLES OF DUTIES:

• Handle incoming and outgoing correspondence
• Compose and type letters, schedules, reports, and forms
• Prepare items for the board agenda
• Assist with sensitive personnel matters
• Set up interview and testing schedules
• Contact and interact with job applicants
• Supervise candidate testing
• Conduct surveys and research as assigned
• Coordinate information from schools
• Maintain staffing records as assigned
• Maintain historical records and files
• Compile data and documents associated with negotiations
• Assist in processing new employees and keeping records
• Serves as recording secretary for management team involved in negotiations
• Performs specialized and responsible complex functions when sensitive knowledge is required and independent judgment is required
• Implementing and adjusting employee seniority dates
• Maintaining the HRS system
• Process documents for hiring and terminating of permanent classified, confidential and management personnel
• Prepares job announcements and advertisements
• Screening of applications, testing and scheduling interviews
• Gives information where judgment, knowledge and interpretation of policies, procedures, and regulations are necessary
• Conducts research and related activities when required
• Composes correspondence requiring the exercise of discretion and a broad understanding of applicable rules, regulations and polices
• Assist Assistant Superintendent of HR in updating handbooks, forms and policies
• Performs other related duties as assigned
• Attend trainings as needed
• Maintain professional confidentiality.

EMPLOYMENT STANDARDS:

Education and Experience  - Any combination equivalent to graduation from high school. Three years office experience involving contact with the public and interaction with multiple staff members, training in the use of computers and experience in working with complex tasks.

Knowledge and Abilities  - Ability to utilize computers to produce spread sheets, documents, graphics, charts, publications, calendars, correspondence, and minor accounting records; filing and knowledge of common office equipment; ability to learn to communicate accurately to other rules, regulations, laws and policies and apply them properly; ability to type at 60 words per minute; ability to utilize necessary resources to spell, use correct grammar and punctuation to produce attractive, professional appearing documents; ability to schedule all clerical work to meet deadlines; ability to make appointments and set a calendar for members assigned to the Department of Human Resources; knowledge of California Educations Code as it pertains to classified employees.

PHYSICAL ABILITIES:

• Visual capability to read handwritten or typed documents and the display screen of various office equipment and machines
• Able to conduct verbal conversation in English and other designated languages
• Able to hear normal range verbal conversation (approximately 60 decibels)
• Able to sit, stand, stoop, kneel, bend, and walk
• Able to stand in one space for sustained periods
• Able to lift up to 20 pounds frequently and 50 pounds occasionally
• Able to push and pull objects weighing up to 100 pounds
• Able to exhibit full range of motion for shoulder external rotation and internal rotation
• Able to exhibit full range of motion for shoulder abduction and adduction
• Able to exhibit full range of motion for elbow flexion and extension
• Able to exhibit full range of motion for back flexion
• Able to exhibit full range of motion for hip flexion and extension
• Able to exhibit full range of motion for knee flexion
• Able to exhibit manual dexterity needed to operate a computer and office equipment

SALARY SCHEDULE: Confidential

EVALUATED BY: Deputy Superintendent, Human Resources

EVALUATION REVIEWED BY: Superintendent or designee