Administrative Secretary

Essential Duties and Responsibilities

• Meetings and Conferences:
• Prepares and distributes notices and agendas;
• Schedules meetings and facility arrangements including equipment needs, refreshments, set-up and breakdown;
• Prepares, delivers, and sets up supplemental materials;
• Maintains participant attendance;
• Prepares and distributes minutes and follow-up actions.
• Communications and Interpersonal Relations:
• Interprets, clarifies and explains company policies and programs to students, staff, parents and the general public;
• Communicates orally and in writing with school district personnel and outside agency personnel relating to programs, students, etc.;
• Develops routine letters, memos, reports and telephone messages;
• Serves as receptionist to office or school site, screening and greeting callers and visitors;
• Screens phone and mail for prioritization and action.
• Recordkeeping/Filing:
• Maintains budget records, including recordkeeping of expenditures;
• Maintains mileage logs, prints requisitions and telephone logs;
• Maintains and updates assigned list serves;
• Requests and receives, or transfers student records;
• Establishes, maintains and updates changes to records, files, and other data information including extracting data for a variety of requests or reports;
• Completes student progress reports and documents;
• Completes accident and illness reports, monitors staff time records and records staff absences;
• Develops and maintains filing systems for ease of access.
• Word Processing and Filing:
• Word processes and edits text electronically utilizing various software programs;
• Keys schedules, instructional materials, contracts, student and staff records, meeting agendas and minutes, transaction documents, purchase orders, mileage records, travel/conference records, newsletters and flyers including design and layout, budgets, class lists, reports, and schedules of activities;
• Updates webpage, uploading and linking information;
• Receives and transcribes forms of dictation into a variety of documents including letters, memos, telephone messages, minutes of meetings and reports;
• Takes minutes, draft minutes.
• Scheduling and Coordination:
• Schedules and notifies of meetings, workshops, special events, IEP meetings, special procedures;
• Schedules and orders equipment as needed;
• Covers for absent staff, including substitutes, as needed;
• Coordinates duplication of department forms as well as printing and supply requisitions;
• Schedules and prepares travel and conference accommodations;
• Schedules interviews, appointments, or staff coverage, including substitutes, as needed.
• Other Duties:
• Prepares supply requisitions;
• Monitors receipt of materials and invoices;
• Processes gifts/donations;
• Processes Professional Expert Agreements (PEA), Independent Contractor agreements, billing, or invoices for district utilization of service, workshop attendance or other activities.

Minimum Qualifications

• Fully bilingual (Spanish/English), with the ability to speak and write in Spanish
• 3+ years of ands on administrative experience

Ability to:

• Operate a computer and software, dictation/transcription equipment, calculator and duplicating equipment;
• Prepare and maintain accurate records and files;
• Keyboard at 60 WPM accurately from written copy or machine transcription;
• Establish and maintain cooperative working relationships with those contacted during performance of job duties;
• Plan, organize, and prioritize own work to meet deadlines and accomplish tasks within established timelines;
• Maintain orderly work environment and perform tasks in a prescribed and safe manner;
• Respond promptly to requests of internal and external clients; provide needed information, assistance, training, materials, and resources;
• Maintain and improve professional skills and knowledge;
• Be flexible and receptive to change.