GENERAL SUMMARY

Under the general direction/supervision of the appropriate administrator, is responsible for general secretarial, clerical and receptionist duties; provides necessary support to relieve administrator of clerical/administrative detail and performs other duties directly related to this job description.  The Secretary II shall be familiar and comply with all collective bargaining contracts pertinent to this position and shall adhere to all applicable laws, rules and regulations of the state, county and school district governing board.

MAJOR DUTIES AND RESPONSIBILITIES

• Provides general secretarial and clerical support without close supervision.
• Serves as receptionist as necessary, receives visitors, answers the telephone and provides information to staff and public based on knowledge of department and District procedures/policies.
• Independently assembles or directs the assembling of data and information for various reports.
• Types documents, reports and correspondence as assigned.
• Records and transcribes minutes of meetings as requested.
• Handles cash and issues receipts as required.
• Handles Associated Student Body (ASB) accounts, maintains strict internal controls, verifies and makes daily deposits of ASB funds, if assigned.
• Maintains administrator(s) calendar and schedules appointments as assigned.
• Maintains or directs the maintenance of office records and files as assigned.
• Processes student records as assigned (i.e. attendance, grades, discipline records, etc.).
• If serving at a school site, administers first aid to students when necessary, provides medication to students under direction and notifies parents in case of accident or injury.
• Receives and attempts to resolve complaints through knowledge of department and District policies.
• Maintains confidentiality concerning staff, students and their families.
• Maintains an acceptable attendance record.
• Maintains a clean, orderly work station.
• Willingness to update skills and knowledge commensurate with the demands of this position.
• Shall perform job related duties as assigned on an equitable basis.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Ability to see and read, with or without vision aids; ability to hear and understand speech at normal levels; ability to

communicate so others will clearly understand normal conversation.

• Knowledge of correct English usage, grammar, spelling, punctuation, vocabulary and basic math skills.
• Ability to multi-task  and perform a variety of complex secretarial and clerical work involving use of independent judgment requiring accuracy, speed, and skill in prioritizing tasks.
• Ability to operate a variety of office machines and equipment including electric typewriter, copier, word processor, calculator and computer terminal, printer and a two-way radio as required.
• Ability to pass the District Microsoft Word test at 70%.
• Skill in interpreting, applying and explaining District rules, regulations and procedures and familiarity with appropriate sections of the Education Code.
• Ability to understand, be sensitive to and respect the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disabilities and sexual orientation of students, administrators and staff.
• Ability to establish and maintain cooperative working relationships with those contacted in the course of work.
• Ability to pass the District job related test.

WORKING CONDITIONS

• Dexterity of hands and fingers to operate standard office equipment including a typewriter or computer terminal to type letters, reports and other materials; bending, reaching to maintain files; hearing to answer telephone; speaking to exchange information, and sitting and operating a keyboard to enter data into a computer terminal for extended periods of time.
• When providing first aid services, all body fluids shall be handled as if infectious.  Disposable waterproof gloves are to be worn.  After each use, gloves are disposed of in a lined waste container.
• Moderate to high stress level.

ENVIRONMENTAL CONDITIONS

• Indoor office environment, school/District setting.
• Temperature – normal climate.

CONTACTS

• Daily contact with students, parents, teachers, all school and District staff.
• Occasional contact with community members and outside agency personnel.

EMPLOYMENT STANDARDS

• Dexterity and physical condition to maintain a rigorous work schedule and meet standards of physical and mental health. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

REQUIRED EXPERIENCE

• Bilingual skills (Preferred).
• Minimum of one year of secretarial or office experience, or equivalent education or training in clerical skills.

CERTIFICATES/LICENSES

• High school diploma or equivalent.
• Valid California driver’s license.
• First Aid and CPR certification (if serving at a school site).
• Certification of clerical skills (preferred).

PHYSICAL DEMANDS SUMMARY:

ACTIVITIES:

Never: 0 time    Occasional: up to 1/3 time         Frequent: 1/3-2/3           Constant: 2/3+ 

WEIGHT DEMANDS:  Lifting and Carrying

Never: 0 time    Occasional: up to 1/3 time         Frequent: 1/3-2/3           Constant: 2/3+

                                                                                    LIFTING                                    CARRYING

PHYSICAL DEMANDS OF ESSENTIAL FUNCTIONS: (job specific requirements) 

What are the heaviest items to lift, push, or pull.  What other items might be physically demanding, requiring effort or repetitive use. 

ADDITIONAL ACTIVITIES:

Indicate if the job requires: