JOB SPECIFICATION SECRETARY III - DIRECTOR DEFINITION Under supervision, performs a variety of typing, records maintenance and general secretarial work of above average difficulty; serves as an aide to the Director by performing administrative and technical duties; assists in coordinating office clerical work; and performs related work as required. DISTINGUISHING CHARACTERISTICS Positions in this class normally serve as secretary and office assistant to the Director. Incumbents assigned to this class are characterized by the responsibility for more complex secretarial duties and the confidential nature of assigned duties. Adequate performance at this level requires the ability to exercise considerable initiative and independent judgment in solving work problems, which require a knowledge of school and district rules, policies and procedures. They may provide supervision and direction for other office staff. The duties listed below are typical for positions in the class collectively but no one position will necessarily include all these duties. EXAMPLES OF DUTIES The duties listed are typical, but not exclusive: • Performs a wide variety of clerical and secretarial work, including typing, proofreading, filing, checking and recording information. • Coordinates and prioritizes the office staff, activities and operation of a Department. • Serves as receptionist and gives information or directs visitors and parents to appropriate offices. • Answers inquiries concerning standardized policies, procedures and regulations. • Communicates with a wide variety of staff and community members. • Performs a variety of specialized clerical work for the department. • Monitors the department budget and coordinates the purchasing. • Independently, or in accordance with general instructions, composes correspondence on a wide range of subjects, requiring a knowledge of procedures and policies of the Department and District. • Types a variety of materials from brief verbal or written instruction. • Prepares complex reports, handbooks and special projects. • May take and transcribe dictation for letters, memos and reports or use dictation equipment. • Makes appointments for administrator, screens callers and correspondence. • Operates a variety of office equipment, including computer, calculator and copier. • Maintains and keeps records and information in a confidential manner. • Researches and analyzes information for inclusion in reports. • Maintains department staff members’ attendance records. • Prepares travel/conference documentation as needed. • Participates in district inservice programs. QUALIFICATIONS GUIDE: Knowledge of: • Correct English usage, spelling, grammar, punctuation and math. • Modern office methods, procedures and equipment, including receptionist and telephone techniques. • District policies, rules and regulations applicable to the location. • Methods used in preparing statistical reports. • Principles of supervision and training. • Numerical, alphabetical and subject matter filing systems. Ability to: • Prepare complex reports. • Perform a variety of secretarial work involving use of independent judgment and accuracy and speed. • Accurately post, check and maintain files and statistical records. • Relate well to a variety of individuals including students, parents and staff. • Proficiently operates standard office equipment including computer and related software programs. • Read, understand and explain technical policies and materials. • Coordinate the work of others. • Perform clerical work with frequent interruptions, but without continuous supervision. • Understand and carry out oral and written instructions. • Maintain cooperative working relationships with those contacted in the course of work. TRAINING AND EXPERIENCE Equivalent to the completion of the twelfth grade, including courses in typing and office practices; previous computer experience highly desirable; four years of experience in typing and secretarial work preferably including experience in a school district; or any combination of training and experience that could likely provide the desired knowledge and abilities. PERSONAL QUALITIES • Maturity, good work habits, sound judgment, pleasing personality, vital energy, willingness and ability to work under pressure and deadlines. • Understanding and sympathy with objectives of public education. • Dependable and reliable in handling tasks and information of a confidential nature. SKILLS • Typing 55 words per minute. • Use of shorthand and/or dictaphone and computer experience highly desirable. LICENSES • A valid California Motor Vehicle Operator’s license. WORK YEAR: 12 Months SALARY: Range 32 Board Approved: September 1998 Reclassified: April 5, 2005