CERES UNIFIED SCHOOL DISTRICT JOB DESCRIPTION Title: Administrative Secretary IV Reports To: Deputy/Assistant Superintendent Salary: $18.89 - $25.35 Classification: Classified - Confidential FLSA: Non-Exempt (hourly) Work Year: 12 Months - 261 Work Days Board Ratified: 1/21/10 BASIC FUNCTION: Under the direction of the Deputy or Assistant Superintendent or designee, performs a wide variety of advanced and complex secretarial duties for an Administrative Division, and requires extensive staff, public, and organizational contact requiring accurate interpretation of district/site policies, procedures, standards, and requirements. REPRESENTATIVE DUTIES: • Serves as Secretary/Office Manager of the assigned division; makes assignments and directs the work of clerical personnel and secretarial staff; and, coordinates communications and internal work flow. • Analyze situations and take appropriate action regarding procedural matters without immediate supervision. • Establish and maintain a variety of complex records and files and prepare related reports, calculations, and assembly of data and/or materials. • Serves as Division receptionist and maintains effective public relations with students, parents, staff, and community. • Assists in the preparation of the Division budget, maintains/monitors accounting of expenditures and balances, preparation of P.O.'s, and audits programs. • Independently assembles, interprets and organizes information and financial and statistical data for reports, manuals, schedules, and audits. • Schedules and arranges meetings, notifies participants, keeps records, takes and transcribes minutes. • Composes correspondence and memoranda independently or from brief verbal instructions/notes in clear, concise form. • Maintains confidentiality of all sensitive communications and of student and staff personnel matters. • Perform related duties as assigned. KNOWLEDGE AND ABILITIES: Knowledge and Application of: Knowledge of budgeting and contract administration principles and practices; effective supervision techniques; problem solving processes and techniques; current office methods and practices; filing procedures; receptionist and telephone techniques; word processing; spreadsheet and data base software programs; District organization, policies, rules and programs; principles of letter and report writing; accounting principles; union contracts and appropriate Ed Code; correct English usage, grammar, spelling, punctuation and vocabulary; interpersonal skills; and, principles of customer service. Ability to: • Apply budgeting and contract administration principles and apply problem solving processes and techniques. • Work independently without supervision to assemble, interpret, and organize information and financial and statistical data for reports, manuals, and schedules. • Plan, prioritize, and organize work and meet deadlines. • Read, interpret, and apply instructions, rules, regulations, policies, and procedures. • Understand and implement complex oral and written directions in English. • Compose clear, complete and concise correspondence and reports independently using correct grammar, syntax, punctuation and spelling. • Operate and use current office equipment and applicable software programs; demonstrate speed, accuracy, and proficiency in word processing and spreadsheet/date base work; type 50 words per minute. • Communicate effectively both orally and in writing and maintain cooperative relationships with those contacted in the course of work. • Operate modern office equipment and applicable software programs. EDUCATION AND EXPERIENCE: Education: High School Diploma or equivalent and successful completion of four (4) years of college level training/experience or the equivalent combination of education and experience. Experience: Five (5) years of increasingly responsible clerical/secretarial experience involving contact with the public, preferably in an educational setting. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls, talk, and hear. The employee frequently is required to sit. The employee is occasionally required to stand, walk, reach with hands and arm; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee regularly works in an office. The noise level in the work environment is usually moderate.