SENIOR SECRETARY

JOB SUMMARY

Under direction, performs a variety of secretarial, receptionist, clerical, and keyboarding/typing duties at the journey level; takes and transcribes dictation of above average difficulty; organizes and maintains an office having a volume of activities and communications; and performs other essential job-related work as required.

Positions in this class work directly for high school vice principal (comprehensive high schools), classified director (non-Cabinet level), high school principal (continuation high school), certificated director II, and director, alternative education.

ESSENTIAL DUTIES/RESPONSIBILITIES

1.Acts as secretary, receptionist, and office assistant to one or more key school or District administrators.

2.Greets visitors and answers telephone calls; screens calls and takes messages; answers inquiries and provides information to students and others; contacts a variety of persons to obtain or provide necessary information.

3.Schedules appointments, meetings, hearings, use of facilities, and clerical, volunteer, and student workers; takes and transcribes dictation of above average difficulty using shorthand or other technique; takes and transcribes minutes of meetings.

4.Composes correspondence (letters, memorandums, E-mail) and reports from notes, instructions, electronic and manual databases, or other resources

5.Keyboards/types correspondence, memorandums, reports, handbooks, bulletins, cards, and forms, e.g., personnel action forms, workers' compensation forms, and other employee-related forms, time sheets, employee mileage reports, work permits, work orders, requisitions, teacher evaluations, contracts, brochures, handouts, travel requests, auditron reports, monthly budget forecasts, check-in sheets, accreditation reports, board agenda items, and grant applications.

6.Receives and disperses incoming U.S. and District mail.

7.Develops and maintains a variety of manual and electronic records, files, lists, and catalogs; establishes and maintains confidential student records; generates reports and charts using databases such as student database system; posts data and information to cards, forms, and files manually and electronically.

8.Reviews reports, files, and other documents for accuracy, completeness, and conformance to standard procedures.
9.Orders, receives, and checks out office supplies and equipment; arranges for repairs for items on maintenance agreements; monitors and maintains quantitative records and plans, such as teacher, school, department, or program budgets, and revolving cash funds.
10.Operates standard office equipment, such as computer terminal, Mac or PC, fax, duplicating machine, printer, time stamp machine, shredder, transcriber and calculator.

11.Performs the following tasks when incumbent is assigned to vice principal's secretary positions: compiles, types, and orders registration forms and information papers; puts census labels on packets; arrange for PTSA helpers to collate papers and to place in registration packets; enters or modifies information regarding disciplinary information on students; picks-up and distributes incoming ninth grade planning forms for school site visitation to counseling or administration staff; prepares documents for expulsions, in-school suspension, and transfer to continuation school; prepares master schedule for semester changeover (fall to spring); creates laundry list of course offerings for scheduling and courses in master schedule for summer school; runs simulations; enters census update information, including verification of residency changes; enters or modifies information regarding extracurricular activities and regarding students on intra-District, inter-District, and care giver enrollments; performs other related registration, athletics, disciplinary, and articulation-related secretarial/clerical tasks as necessary.

12.Complies with applicable state, local, and federal rules, regulations, and laws, as well as District policies and procedures.

13.Establishes and maintains effective working relationships with students, parents, administrators, coworkers, community-based agency representatives, and public.

14.Demonstrates and models safe, prudent, and healthful work behaviors and practices; identifies and works toward elimination of unsafe or unhealthful work area conditions.

15.Performs other essential job-related work as required.

Education and Experience
Typical qualifying background would include any equivalent combination of:
Graduation from high school and one or more years of secretarial experience, including keyboarding/typing and shorthand or equivalent technique; modern general office procedures; high school secretarial experience preferred.

Knowledge, Skills, and Abilities
Typical qualifying knowledge, skills, and abilities would include:

Knowledge of English, grammar, spelling, punctuation, proofing, filing, math, and basic accounting principles and practices; modern general office procedures, methods, practices, terms, and equipment, including computer terminal/District VAX, Mac, PC, Windows and WordPerfect, E-mail, spreadsheet, and desktop publishing software, duplicating machine, laminator, calculator, fax, printers, two-way radio, and phone system; good vocabulary; business terminology used in schools; compilation and preparation of reports; high school and District practices, policies, and procedures.

Skill in establishing and maintaining effective working relationships; maintaining harmonious interpersonal relationships with teachers, parents/guardians, students, staff, administrators, attorneys, and law enforcement agencies; communicating effectively, tactfully, and courteously; positive and effective public relations, problem solving, conflict resolution, time management, and organizing skills; responding to emergency situations in a smooth and timely manner; WordPerfect, Windows, File Maker Pro, or other software necessary to perform job.

Ability to perform without immediate supervision; keyboard/type and take and transcribe dictation at acceptable rates of speed to perform job satisfactorily; read, understand, and explain technical school policies and materials; operate standard office equipment, including Mac or PC; follow oral and written directions and learn new procedures rapidly; read and communicate school policies and technical materials; post, check, and maintain files and statistical records accurately; perceive school objectives and perform work compatibly; work under pressure and with frequent to constant interruptions; establish and maintain effective relationships with students, parents, administrators, coworkers, agencies, and the public; understand and implement school or program policies; work under pressure.

Working Conditions

Work is performed primarily in an o/ffice/school environment with occasional temperature variations and trips to and from work site; frequent to constant interruptions; fast-paced environment; constant handling, reaching, talking, and hearing; incumbent must remain alert at all times; frequent to constant exposure to moderate to loud noise; frequent use of fine motor coordination and visual acuity; occasional lifting of 30 pounds and use of hand and foot controls; occasional stooping, kneeling, minor climbing and balancing, and crouching; occasional exposure to chemicals, such as toner.