Administrative Secretary II - Roosevelt Family Center (Bilingual Spanish/English required)

Under the direction of an administrator at the level of Director with a major District-wide program, perform responsible secretarial and clerical work related to the function to which assigned; assist the administrator with administrative matters requiring knowledge of department policies and procedures, related District rules and regulations, federal guidelines, and related codes and laws.

Representative Duties

• Perform responsible secretarial and clerical work related to the function to which assigned.
• Plan, organize, and coordinate activities to assist the Administrator in administrative matters.
• Interview callers by telephone and in person, including students, teachers, administrators, parents, and the public; provide information or direct to appropriate personnel; provide detailed and technical information concerning policies and procedures according to established procedures.
• Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters, and notices; prepare Board agenda items and related materials.
• Take and transcribe dictation of correspondence, reports, bulletins, and memoranda as required by position.
• Research and compile information and compute statistical information for federal, State, and District reports.
• Type a variety of items including inter-office communications, requisitions, forms, letters, special projects, legal documents, and other materials; establish and maintain project and confidential files.
• Compile difficult and complex statistical and written reports from a variety of sources; assist in organizing materials for special projects.
• Attend a variety of meetings as required; prepare and send out notices of meetings; collect and compile information for meetings, projects, and workshops; prepare and distribute minutes.
• Maintain a variety of complex personnel records, time sheets, lists, files, and records including confidential materials.
• Review, check, correct, and compile information from schools; verify data for accuracy, completeness, and compliance with established procedures.
• Compile data for budget; post and maintain budget and financial records of a variety of programs.
• Provide secretarial and clerical assistance to other staff as necessary; order supplies and materials and prepare purchase orders.
• Receive, open, and screen incoming mail and independently compose replies according to established procedures.
• Operate office equipment such as typewriter, computer terminal, copier, and calculator; operate equipment unique to the office to which assigned such as two-way radios.
• Train and provide work direction to clerical personnel as assigned.
• Utilize a second designated language as assigned.
• Maintain confidentiality of records and information, including information regarding Board, District, personnel, pupil, or controversial matters.
• Perform related duties as assigned.

Knowledge and Abilities

Knowledge of:

• Modern office practices, procedures, and equipment.
• Record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Oral and written communications skills.
• Applicable sections of State Education Code and other applicable laws.
• Interpersonal skills using tact, patience, and courtesy.
• Telephone techniques and etiquette.
• Technical aspects of field of specialty.

Ability to:

• Perform responsible secretarial and clerical work related to the function to which assigned.
• Make arithmetic calculations quickly and accurately.
• Understand and follow oral and written directions.
• Work cooperatively with others.
• Type at 55 words net per minute from clear copy.
• Work independently with little direction.
• Establish and maintain effective working relationships with others.
• Meet schedules and time lines.
• Maintain records and prepare reports.
• Work confidentially with discretion.
• Analyze situations accurately and adopt an effective course of action.
• Communicate effectively both orally and in writing.
• Complete work with many interruptions.
• Operate a variety of office equipment such as typewriter, calculators, copier, and computer terminal.
• Make arrangements for meetings, workshops, and conferences.
• Maintain a variety of files.

Qualifications

Any combination equivalent to: graduation from high school supplemented by college-level course work in business administration, communications, or related field and three years responsible secretarial experience.

Requirements

Some positions in this class may require taking dictation at 80 words per minute and transcribing accurately and/or utilizing oral and written abilities in a second designated language.