Secretary III - Machado Elementary School

Contact: Vicky Masotto – (951) 253-7143 | 1 opening

About the role

The Secretary III assists the principal of an elementary, middle, or continuation school by performing a variety of complex and responsible secretarial and routine administrative support functions. This role may also coordinate the work of others.

Responsibilities

• Act as secretary to the assigned school site principal and other administrators, performing a wide variety of complex and responsible clerical and secretarial duties.
• Independently compose correspondence on a wide range of subjects, requiring knowledge of school or department procedures and policies.
• Type and maintain a heavy volume of complex and confidential reports.
• Compile reports, handbooks, and special projects from various sources.
• Maintain records and files, researching and analyzing information for inclusion in reports.
• Take and transcribe dictation or use dictation equipment for a variety of subjects, including confidential and sensitive information.
• Coordinate the work of other staff members to ensure records are complete and accurate; assist in the evaluation of office staff.
• Operate office equipment, including computers, calculators, and copiers.
• Act as receptionist, screening visitors and phone calls.
• Maintain confidential files and appointment schedules for the principal, arranging meetings and other functions.
• Serve as a resource person for teachers, students, parents, and the public regarding school policies, procedures, and activities.
• Maintain logs and records related to school enrollment, attendance, and reports.
• Function as school registrar: maintain student permanent records and transcripts, register and schedule students for classes, record and report grades, and request records from other schools as needed.
• Order materials, supplies, and equipment; maintain records of purchase orders, invoices, and expenses.
• Maintain and prepare records related to attendance and payroll for school employees, including time sheets and personnel transactions.
• Monitor and record expenditures, reconcile ledger printouts, and post expenditures to budget sheets.
• Assist the principal with gathering and calculating budget requests and preparing reports.
• Attend faculty meetings, take notes, and prepare minutes.
• Guide and instruct other office employees; oversee the work of student aides.
• Distribute materials and information to teachers, students, and staff, ensuring timely responses.
• Provide services to sick or injured students.
• Perform other job functions to support personnel in completing their work activities.

Requirements

• High school diploma or equivalent, supplemented by courses in office practices and computer programs.
• Four (4) years of prior job-related experience with increasing responsibility, preferably in a school district.
• Typing/keyboarding accurately at a rate of 40 words per minute.
• Use of shorthand and/or dictaphone.
• Proficiency in standard office equipment and basic computer applications.
• Knowledge of rules and regulations related to assigned school, basic budgeting, financial and statistical record keeping, and methods for preparing statistical reports.
• Ability to sit for prolonged periods, work independently, understand and carry out oral and written instructions, and interact with diverse age groups and cultural backgrounds.
• Significant physical abilities including reaching, handling, fingering, talking, hearing conversation, and near visual acuity/visual accommodation.
• Criminal Justice Fingerprint Clearance, negative pre-employment drug screen, and negative TB test results.
• Valid California Driver’s License.
• Successful completion of District Proficiency Test (by invitation only).

Skills

• Proficient use of English in written and verbal form, with correct spelling, grammar, and punctuation.
• Principles of supervision and training.
• Perform complex clerical and secretarial work involving independent judgment, accuracy, and speed.

Pay

Pay Range: $23.963 - $31.558 per hour. Maximum achieved over 8 annual steps.

Benefits

• Comprehensive health and welfare benefits (Medical, Dental, etc.).
• PERS Retirement.
• Paid vacation and holidays.

Schedule

• Full-time, 8 hours per day, 210 days per year.
• Shift: 7:00 a.m. - 3:30 p.m.