SECRETARY II (Class Code #120) SUMMARY OF DUTIES Serves as secretary to administrative and/or management personnel; directs staff and/or participates in clerical duties; prepares routine forms, correspondence and reports; performs routine administrative duties; may serve as secretary to various committees, preparing agendas, minutes or reports; may take and transcribe dictation. DISTINGUISHING CHARACTERISTICS A position in this class is assigned secretarial, clerical and administrative duties and normally has either direct or functional supervisory responsibility for a small clerical staff. An incumbent is expected to independently handle all clerical processes and office management; however, the amount of supervision received when performing administrative duties varies according to the supervisor, the complexity of the assignment and/or the incumbent's familiarity with the project and procedures. The class of Secretary II is distinguished from the class of Secretary I in that the former is characterized by a combination of working conditions and duties normally entailing administrative duties which have impact upon program operations; receives minimal supervisory direction concerning clerical or administrative processes; has responsibility for a broad variety of duties; and may supervise a small clerical staff. A Secretary I receives some supervisory review, performs primarily secretarial/clerical and limited administrative duties and has no supervisory responsibilities. The Class of Secretary II is distinguished from the class of Office Manager in that the former performs secretarial duties including dictation/transcription and devotes more time to administrative duties. EXAMPLES OF DUTIES Duties of this class include, but are not limited to the following: • May take and transcribe dictation; organizes calendars and schedules appointments. • Serves as receptionist. • Types and proofreads a variety of items. • Operates a variety of office machines and equipment. • Prepares agendas. • Takes and indexes minutes. • Maintains a variety of filing systems. • Orders and issues supplies. • Schedules facilities. • Establishes and updates lists and schedules. • Provides information on a variety of subjects. • Prepares payroll forms and documents. • Maintains employee sick leave and vacation balances. • Completes mileage forms; keeps records of payments, deposits and expenditures. • Collects, disburses and accounts for money. • Prepares periodic statements of accounts and recommends budget transfers. • Reconciles differences between records. • Checks invoices and coordinates personnel certifications. • Interviews, supervises, trains and evaluates clerical personnel. Personnel Commission Pasadena Unified School District Page 2 SECRETARY II Class Code #120 • Plans, organizes and assigns work. • Checks work for accuracy, completeness, and compliance with policies and procedures. • Researches files and compiles data. • Composes and revises bulletins, handbooks and correspondence. • Develops budget estimates and employee work schedules. • Arranges for Board reports. • Completes forms and reports. • Substitutes for other employees. • Prepares civic center permits. • Registers students. • Maintains record keeping system for construction contracts. • Conducts orientation on school/office procedures for substitute personnel. • Assists in implementing transportation services, school activities, and programs. • Performs other related duties as required. In addition, an employee in this class may be asked to write a note in Spanish or Armenian as well as translate materials and speak a second language. SKAs Skills in: Typing/keyboarding at a rate equivalent to fifty (50) words per minute; operating a variety of office machines such as a word processor, copier, and or calculator. The ability to take and transcribe dictation is desirable. Knowledge of: A broad variety of state and federal laws, Board policies and procedures, employee agreements, Rules of the Personnel Commission, Robert's Rules of Order; modern office practices and procedures; sources of data to obtain information; principles of good public relations; supervisory practices and procedures. Abilities to: Plan and organize work, materials, schedules, etc., for self and others; speak clearly and logically; write clearly and concisely; follow oral and written instructions; gather, sort, analyze and interpret data; accurately post information and other data; counsel, train, evaluate and discipline employees; make simple math computations; exercise good judgment; work independently; be flexible and handle stress; handle a variety of duties and tasks overcoming interruptions; maintain confidential data; pay attention to detail; be trustworthy; maintain sensitivity to ethnic, religious, cultural and sexual differences. QUALIFICATIONS Education: Completion of formal or informal education sufficient to possess the skills, knowledge and abilities established for the position, supplemented by college courses in office management, secretarial science, business administration or a related field. Experience: Equivalent to three (3) years of full-time clerical experience including one (1) year in a secretarial capacity. Thirty (30) semester units with a major in office management, secretarial science, business administration or a related field may be substituted on a prorated basis for up to one (1) year of secretarial/clerical experience. Personnel Commission Pasadena Unified School District Page 3 SECRETARY II Class Code #120 SPECIAL LICENSE OR LANGUAGE SKILLS The ability to speak, read and write a language in addition to English, such as Spanish or Armenian, and the ability to take and transcribe dictation, is desirable. PHYSICAL REQUIREMENTS Employees must be physically and mentally able to perform the essential duties of a position with or without reasonable accommodation and without hazard to themselves or others. APPOINTMENT Employees who receive a regular appointment to the class must serve a probationary period of one hundred and thirty (130) days of paid service. During this period, an employee must demonstrate an overall satisfactory level of performance; failure to do so shall result in the employee's termination without right of appeal to the Personnel Commission. Revised and adopted by the Personnel Commission on May 18, 2000. Formerly titled: Secretary III/IV; Intermediate Secretary; Senior Secretary; Junior High School Secretary/Office Manager; High School Secretary. CW:c