Job Description / Essential Elements:
Palm Springs Unified School District
ADMINISTRATIVE SECRETARY – HIGH SCHOOL
Under the direction of a High School Principal, organize, coordinate, schedule and perform a wide variety of complex and administrative office activities; serve as secretary to the Principal and coordinate communications between administrators, District and site personnel, parents, students and general public; relieve the Principal of a wide variety of technical and administrative detail; train, supervise and evaluate the performance of assigned staff; serve as office manager.
• Organize and coordinate a wide variety of clerical and other office functions and activities related to the administration of diverse programs and operations at a high school; prioritize and schedule duties and assignments to assure efficiency and effectiveness and meet established time lines.
• Provide administrative assistance to the Principal; make, schedule and arrange appointments, meetings and conferences.
• Train, supervise and assist in the evaluation of staff; assist in the interview and selection of employees.
• Develop letters, memoranda and other materials; compile and organize information for the Principal; compose and respond to routine correspondence.
• Maintain and monitor school budget and categorical funding; assist in establishing budget allocations; reconcile site accounts with County ledgers as assigned; notify departments of expenditures and balances; follow up on purchase requisitions.
• Coordinate and facilitate communications and serve as liaison between District and site personnel, parents, students, school and community organizations and general public; communicate with a variety of site and District personnel and administrators to coordinate school operations and maintenance, resolve conflicts and issues and exchange information; communicate with students, staff, parents and the public; provide information and assistance related to District policies and school procedures and regulations.
• Receive visitors and screen telephone calls and complaints from the public, staff and parents; exercise independent judgment in resolving routine matters or directing to appropriate department.
• Type from notes, rough draft or verbal instructions a variety of written materials including correspondence, bulletins, memoranda, calendars, requisitions, records, reports and other materials.
• Distribute schedules, keys and materials; provide routine orientation; collect and process time cards according to established procedures; answer questions and assist as necessary.
• Compile and type reports and other documents; prepare and maintain appropriate logs and records; generate absence report for classified and certificated staff and process documents for changes in employee status as assigned; process field trip and other forms.
• Participate in special projects as directed.
• Attend a variety of meetings as assigned.
• Perform related duties as assigned.
JOB REQUIREMENTS: MINIMUM QUALIFICATIONS
Any combination of experience and training which would indicate possession of the knowledge, skills and abilities listed above. An example of an acceptable combination is:
• Graduation from high school supplemented by college level course work in secretarial science or related field.
• Four years of increasingly responsible secretarial or clerical experience involving frequent public contact including two years in a supervisory capacity.
SKILLS to perform advanced-level secretarial work involving the use of independent judgment and initiative; establish and maintain a variety of filing systems; write reports based on data collection; compose correspondence and written materials independently or from oral instructions; use correct spelling, grammar and punctuation; prepare correspondence and flyers; research and collect information; operate a variety of office equipment including pertinent software applications; perform mathematical calculations; prepare and maintain accurate records; respond appropriately to emergencies; maintain a budget and school event calendar; prepare clear, concise and accurate reports, correspondence, and other written materials.
KNOWLEDGE of school office protocol, practices, and procedures, principles and procedures of record keeping advanced principles and techniques used in public relations; principals and practices of supervision and training; modern office procedures, methods, and equipment including computer equipment; principles of public relations and intepersonal relationships; filing systems; records management; school office practices, procedures and equipment; word processing methods, techniques, and related software programs; financial record-keeping and report preparation techniques; budgeting practices regarding monitoring and control; methods of collecting and organizing data and information.
ABILITY to type perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in a variety of administrative tasks; train and evaluate the performance of assigned staff; understand and perform duties within scope of authority; establish and implement revised office procedures as needed and according to established guidelines; understand and follow oral and written directions; compose correspondence independently; type at 50 words net per minute from clear copy; take notes and transcribe accurately; work independently with little direction; establish and maintain cooperative and effective working relationships with others; understand, interpret, apply and explain rules, regulations, policies and procedures; operate a computer and other standard office equipment; plan and organize work for self and others; establish and meet schedules and time lines; communicate effectively both orally and in writing; compile and maintain accurate records, verify data and prepare reports; establish team environment and work as part of a team; understand and be sensitive to the diverse academic, socioeconomic, cultural, and ethnic backgrounds of vendors, district personnel and administrators; maintain consistent, punctual and regular attendance.
WORKING ENVIRONMENT/PHYSICAL DEMANDS
The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Generally the job requires 60% sitting, 10% walking, and 30% standing. The job is performed under some hazardous conditions.
Education High School diploma or equivalent.
Required Testing Certificates
Job-Related Proficiency Examination Valid Driver’s License and Evidence of Insurability (desired)
Typing certificate providing proof of ability to type 50 WPM
Continuing Education/Training Clearances
None Specified Criminal Justice Fingerprint/Background Clearance
Performance of this job will be evaluated in accordance with provisions of the Collective Bargaining Agreement between California Teamsters Public, Professional & Medical Employees Union, Local 911 General Employees Unit and Palm Springs Unified School District.
FLSA Status Bargaining Unit Salary Range BOE Approval Date
Non Exempt Teams 2 35 9/28/10