ADMINISTRATIVE SECRETARY (CABINET)
Under the direction of the assigned administrator, performs highly complex and confidential administrative functions to relieve the administrator of a wide variety of routine administrative and office duties; responsible for broad functions that are distinguished by the complex nature of assigned duties, public contact, and multiple task management; thoroughly familiar with program procedures, expected to exercise a high degree of initiative and independent judgment in solving problems; expected to exercise confidentiality in all situations.
ESSENTIAL DUTIES:
- Organizes and expedites the flow of work through a major District office responsible for a large or major program/division.
- Supports administrators by preparing data and documents related to negotiations.
- Performs a wide variety of skilled secretarial and clerical works, including typing, proofreading, filing, checking, and recording information.
- Establishes and maintains record systems and files.
- Communicates with a wide variety of staff and community members.
- Arranges and schedules meetings, appointments, and interviews.
- Screens calls and visitors; screens incoming correspondence routed to administrator for priority and background information.
- Produces and maintains a heavy volume of complex and confidential reports.
- Compiles reports, handbooks, and special projects from a variety of sources.
- May attend negotiations related strategy meetings, Cabinet meetings, and Board meetings.
- May be asked to compile notes from negotiations strategy meetings and/or negotiations.
- Independently composes correspondence, answers inquiries, and supplies information on a wide range of technical and program matters for administrators, teachers, staff, and the public.
- Performs specialized secretarial duties designed to relieve supervisor of clerical detail.
- Coordinates work of other staff members to ensure timely completion of work and that records are complete and accurate.
- Monitors absence reports for payroll.
- Performs other duties as assigned.
QUALIFICATIONS:
Knowledge of:
- Correct English usage, spelling, grammar, punctuation, and correct document formatting and conventions.
- Strong writing skills.
- Current computer applications in word processing, presentation preparation, spreadsheet/database, and Internet access/research.
- Modern office organization, procedures, and practices.
- District policies, rules and regulations applicable to the department.
- Business letter writing and basic report preparation.
- Principles and procedures of record keeping.
- Receptionist and telephone techniques.
- District procedures regarding contracts, board agenda preparation, purchasing practices and budget procedures.
Ability to:
- Maintain strict confidentiality of privileged information.
- Perform a variety of complex clerical and secretarial works involving use of independent judgment and requiring accuracy and speed.
- Devise or adapt office procedures in response to changing organizational needs.
- Make clear and comprehensive reports and keep complex records.
- Proficiently operate standard office equipment and modern software programs.
- Read, understand, and explain technical policies and materials.
- Analyze situations accurately and make decisions in procedural matters without immediate supervision.
- Understand and carry out oral and written instructions.
- Maintain cooperative-working relationships with those contacted in the course of work
- Effectively keyboard and publish documents.
- Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
- Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Education/Training/Required Certification:
- High school diploma or equivalent.
- A minimum of five years of increasingly responsible office experience, which has included the exercise of independent judgment.
- Preferred experience in a public school setting or school district office or any combination of training and experience that could likely provide the desired knowledge and abilities.
- Valid California Driver’s License
PHYSICAL AND MENTAL DEMANDS:
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of the job, the employee is regularly required to talk and/or hear. The employee frequently is required to walk; use hand to finger, handle, or feel objects, tools or controls; and reach with hands and arms. The employee is occasionally required to stand, sit, taste and/or smell. The employee may regularly lift and/or move up to 50 pounds. This type of work may involve carrying, lifting, pushing, or pulling moderately heavy objects, ascending and descending ladders, stairs, and ramps and will involve walking or standing for extended periods of time.
Mental Demands: While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; lean and apply new information or skills; and interact with student, staff, parents, the public, and other encountered in the course of work, occasionally required to deal with people in conflict situations.
WORK ENVIRONMENT
The employee typically works in a fast-paced office environment where the noise level is quiet or moderately quiet. The employee may travel to a variety of school and off-site facilities for meetings, applicant assessments, or recruitments.