SUMMARY OF DUTIES:

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Serves as a secretary and office management aide;
• Takes notes of meetings and conferences and prepares a summary; composes correspondence independently; types correspondence, specialized reports and agenda materials;
• Reviews and screens incoming correspondence and communications routed to supervisor;
• Receives and handles heavy telephone and personal contacts from schools, staff, students, other agencies, and the public;
• Refers specific communications or correspondence to appropriate staff members for the gathering of data or for a response;
• Plans follow-up activities to ensure that time lines are met;
• Independently or in accordance with general instructions, composes correspondence concerning a wide range of subjects requiring a thorough knowledge of the policies, regulations, and operational procedures of the District;
• Assists with data queries from the student information system as well as data entry for the master schedule
• Assists with student registration, special events, student promotion;
• Prepares input data for a computerized record management storage and retrieval system, and utilizes the output reports in the office operational functions;
• Maintains a variety of records and files which may include student grades, transcripts and variety of other related records and files;
• Manage student behavior for those who come to the office for disciplinary reasons;
• Responsible for requesting, receiving and maintaining student cumulative files and records;
• Performs related duties as required.

MINIMUM QUALIFICATIONS:

Education and Experience:

High school diploma or equivalent, supplemented by course work or training in all clerical skills; two years of responsible and varied secretarial and clerical experience.

Knowledge of:

Modern office methods and equipment, including MS Office; receptionist and telephone techniques; correspondence and report writing; English usage, grammar, spelling and punctuation.

Ability to:

Learn, interpret and apply policies, rules and regulations, and operational procedures; assume responsibility for routine and administrative detail; compose correspondence independently; establish and maintain complex files and records; prepare clear and comprehensive reports; make mathematical calculations with speed and accuracy; understand and carry out oral and written directions; establish and maintain cooperative working relationships, perform high levels of customer service.

WORKING CONDITIONS:

Environment:

Office environment; constant interruptions.

Physical Demands:

Dexterity of hands and fingers to operate a computer keyboard; hearing and speaking to exchange information in person and on the telephone; sitting for extended periods of time; seeing to read a variety of materials; bending at the waist, kneeling or crouching to file materials.

(entered 4/23/21)