Job Description / Essential Elements:
HEMET UNIFIED SCHOOL DISTRICT
1791 W. Acacia Ave. - Hemet, CA 92545 - (951) 765-5100
ADMINISTRATIVE SECRETARY III
Under general supervision or direction, to perform a wide variety clerical, secretarial and technical duties; to manage site staff as assigned by the supervisor; Assignments in this class are characterized by the performance of a wide variety of clerical and secretarial work for management staff, and do other related work as needed.
~ Establish and maintain complex, interrelated filing systems and records;
~ Review and check documents, records, and related forms for accuracy, completeness, and conformance to applicable rules and procedures;
~ Give out information in person or by telephone where judgment, knowledge and interpretation of policies and procedures are necessary;
~ Collect and compile statistical or financial data and other information for inclusion into special reports, proposals and presentations;
~ Make travel and conference arrangements;
~ Evaluate communication priorities, keep administrator informed, and relay information accurately;
~ Assemble and prepare materials for agendas and meetings;
~ Type a variety of materials including correspondence, narrative and statistical reports, forms, lists and records;
~ Gather data and information and assume responsibility for replying to various requests and inquiries for information, research assigned topics and prepare required reports;
~ Serve as secretary to various committees;
~ Serve as liaison between administrator and other District offices and staff;
~ Receive and handle heavy telephone and personal contacts from schools, staff, other agencies and general public;
~ May prepare daily and monthly records and lists of substitutes used and their assignments, and monitors substitute assignments relating to attainment of permanent status;
~ Operate a variety of office equipment including word processor and/or computer terminal;
~ Maintain site personnel files;
~ The functions, organization, rules, procedures and programs of the administrative office to which assigned;
~ Modern office procedures and practices including complex filing and indexing systems,
~ Receptionist and telephone techniques;
~ Office machines and equipment including use of word processor and/or computer terminal;
~ Correct English usage, spelling, grammar, vocabulary, and punctuation.
~ Perform secretarial and clerical work involving the use of independent judgment;
~ Maintain strict confidence concerning job related information;
~ Accurately interpret and apply District Policies, procedures and regulations;
~ Compose correspondence using own initiative;
~ Carry out assignments with minimal supervision;
~ Assemble data and prepare confidential reports;
~ Work autonomously;
~ Make independent decisions;
~ Manage multiple tasks;
~ Organize tasks, set priorities, maintain work pace;
~ Effectively supervise staff as assigned;
~ Analyze situations accurately and adopt an effective course of action;
~ Meet the public tactfully and courteously;
~ Keyboard at a rate of 55 net words per minute with accuracy;
~ Understand and carry out oral and written directions;
~ Establish and maintain cooperative work relationships with those contacted during the course of work;
~ Some positions in this class may require individuals who can read, write and speak a secondary language.
High school diploma or general education degree (GED) and possession of the knowledge and abilities listed above.
Two (2) years of experience performing increasingly responsible clerical and/or secretarial duties.
PHYSICAL DEMANDS AND WORKING CONDITIONS
The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out the essential functions of the position.
Physical Demands: Sitting (up to continuously); stand, walk, bend, stoop, look up/down (occasionally); push, pull. twist, squat, climb stairs (infrequently); repetitive hand activities within close reach, such as keyboard, mouse, handwriting, files and phone (continuously); lift/carry office supplies up to 10 pounds (occasionally); to 30 pounds (infrequently); use seeing, hearing and speaking.
Working Conditions: Indoors office setting; Exposure to: inside/outside temperature swings, moderate noise from office equipment; office dust and fumes or airborne particles.
Reasonable accommodations may be made to enable a person with a disability to perform the essential functions of the position.
Classified Bargaining Unit Position August 2004
Classified Bargaining Unit positions in the Hemet Unified School District are subject to an agency fee arrangement. All applicants are subject to a fingerprint clearance (at applicant's expense) through the Department of Justice and Federal Bureau of Investigation (DOJ/FBI). Authorization for employment will not be granted until the fingerprint clearance from DOJ/FBI has been accepted. This process takes approximately two (2) to five (5) working days.