GROSSMONT UNION HIGH SCHOOL DISTRICT Job Description SENIOR SECRETARY Purpose Statement: The job of Senior Secretary is done for the purpose/s of providing clerical support to school site or district level administrative functions;conveying information regarding school and/or District functions and procedures; ensuring compliance with financial, legal and administrative requirements of assigned functions. Incumbents in this classification provide students, staff and the public with information through the performance a wide variety of secretarial services which directly supports learning. This job reports to Assigned Administrator Essential Functions Assists assigned school administrator(s) for the purpose of supporting them in the performance of their job responsibilities. Coordinates a variety of activities (e.g. office activities, required reporting, maintenance/equipment repairs, reporting, master schedule, appointments, meetings, hearings, facility use, volunteer and student workers, staff uniform program, contracts, special events, calendars, student trips, software orders, testing, etc.) for the purpose of ensuring the efficient uses of resources. Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution. Greets public, parents, students, vendors, etc. for the purpose of responding to their inquiries and/or directing them to appropriate personnel. Maintains a variety of manual and electronic records and/or files (e.g. fiscal activity, calendars, developer agreements, program records, BTSA data, calendars, etc.) for the purpose of documenting activities, providing reliable information, and complying with district, state and federal requirements. Maintains inventory of office supplies and materials (e.g. records, budgets, time sheets, etc.) for the purpose of ensuring the availability as required. Monitors assigned activities and/or program components (e.g. records and plans, budgets, account balances, revolving cash funds, clearances for coaches, etc.) for the purpose of ensuring compliance with financial, legal and/or administrative requirements. Monitors students for the purpose of ensuring the safety and welfare of students referred for illness and/or discipline. Oversees the work of assigned personnel (e.g. volunteers, student workers, etc.) for the purpose of providing guidance in the completion of their work function and/or ensuring compliance with school and district practices. Performs record keeping and clerical functions (e.g. filing, copying, faxing, etc.) for the purpose of supporting assigned Administrators or departments. Prepares written materials (e.g. letters, memos, email, handbooks, bulletins, cards, forms, labels, mileage reports, work permits, work orders, requistions, teacher evaluations, contracts, brochures, handouts, travel requests, check-in sheets, Board agenda items, grant applications, spreadsheets, budgets, minutes, CDs and DVDs, calendars, eligibility lists, etc.) for the purpose of documenting activities, providing written reference and/or conveying information. Processes various documents and materials (e.g. Board agenda items, mail, documents, orders, schedules, substitute hires, office supplies and equipment, requisitions, travel requests, purchase orders, expenditures, time sheets, certificates and awards, emergency information, payroll, expulsion/suspension paperwork, mitigation certification, lease agreements, extendion forms, payroll, testing materials, registration materials, evaulations, enrollments, clearances, PSLs, referrals, forms, parking tags, etc.) for the purpose of disseminating information to appropriate parties. Reconciles account balances as assigned (e.g. revolving funds, etc.) for the purpose of maintaining accurate balances and complying with accounting practices. Researches information (e.g. costs, vendors, etc.) for the purpose of providing informatinn for addressing a variety of administrative requirements. Responds to a wide variety of inquiries for the purpose of providing information and/or direction as may be required. Reviews reports, files and other documents for the purpose of ensuring accuracy, completeness and conformance to standard procedures. Secures substitute classified personnel as needed for the purpose of ensuring staffing requirements are met for the efficient operation of the site activities. Supports assigned admininistrator for the purpose of assisting them in the completion of their administrative functions. Other Functions Assists other personnel as may be required for the purpose of ensuring an efficient and effective work environment. Attends meetings as assigned for the prupose of conveying and/or receiving information. Job Requirements: Minimum Qualifications Skills, Knowledge and Abilities SKILLS are required to perform multiple, non-technical tasks with a potential need to upgrade skils in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including using pertinent software applications; performing standard bookeeping; and preparing and maintaining accurate records. KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technicial information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge required to satisfactorily perform the functions of the job include: business telephone etiquette; concepts of grammar and punctuation; basic accounting; office software applications; business terminology; safety practices and procedures; and District practices, policies and procedures. ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circnumstance; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize specific, job-related equipment. In working with others, problem solving is required to idenitfy issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific abilities required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; establishing and maintaining effective working relationships; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working with detailed information/data; multitasking; and working with frequent interruptions. Responsibility Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding and/or coordinating others; and tracking budget expenditures. Utilization of resources form other work units may be required to perorm the job's functions. There is some opportunity to impact the Organization's services. Working Environment 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 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment. Experience Job realted expereince with increasing levels of responsibility is desired. Education High School diploma or equivalent. Required Testing As required for position Certificates & Licenses Current typing Certificate at an acceptable rate of speed. Continuing Educ./ Training None Specified Clearances Criminal Justice Fingerprint/Background Clearance; TB clearance FLSA Status Non Exempt Approval Date 11/23/2005 Salary Grade Unit II 44