Senior Secretary

About the role

The Senior Secretary position serves as secretary to a classified or certificated director. Assignments require extensive knowledge of District policies and departmental operations, and incumbents are expected to exercise independent judgment and initiative.

Responsibilities

• Serve as secretary to a classified or certificated director; plan, organize and coordinate activities to relieve the administrator of routine clerical details.
• Interview callers by telephone and in person, including students, teachers, administrators, parents and the public and provide information or direct to appropriate personnel.
• Assure timely communications between office and District employees; make phone calls to receive and transmit information.
• Research and compile information and compute statistical data for federal, State and District reports and special projects as assigned.
• Type a variety of items including inter-office communications, requisitions, forms, letters, special projects, legal documents and other materials.
• Compile data for budget; post and maintain budget and financial records of a variety of programs; monitor account balances and record expenditures; assure timely payment of bills for services rendered from outside agencies.
• Provide secretarial and clerical assistance to other staff as necessary; order supplies and materials and prepare purchase orders; assure adequate forms and supplies to support office operations.
• Receive, open and screen incoming mail and independently compose replies according to established procedures.
• Operate a variety of office equipment such as typewriter, personal computer, copiers and calculator.
• Cover communication between supervisor and other District staff and the public.
• Perform related duties as assigned.

Knowledge, Skills & Abilities

• KNOWLEDGE OF:
• District organization, operations, policies and objectives.
• Applicable sections of State Education Code and other applicable laws.
• Organization, rules and programs related to an assigned office or function.
• Personal computer software applications, i.e., Microsoft Word, Excel, Power Point, Outlook, internet, etc.
• Modern office practices, procedures and equipment.
• Telephone techniques and etiquette.
• Financial and statistical record keeping techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Interpersonal skills using tact, patience and courtesy.
• ABILITY TO:
• Perform advanced-level secretarial duties requiring independent judgment and analysis.
• Plan, organize and coordinate office activities and communications to relieve the administrator of routine clerical details.
• Work independently with little direction.
• Transcribe materials accurately as required by the position.
• Type at 45 words net per minute from clear copy.
• Operate computer software applications, i.e., Microsoft Word, Excel, Power Point, Outlook, internet, etc.
• Analyze situations accurately and adopt an effective course of action.
• Compose independently or from oral instructions letters, memos, bulletins or other material.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Maintain records and prepare reports.
• Communicate effectively both orally and in writing.
• Meet schedules and time lines.
• Add, subtract, multiply and divide quickly and accurately.
• Maintain behavior that is professional and responsible.
• Comprehend and follow directions.
• Maintain a work pace appropriate to the position.

Qualifications

• Any combination equivalent to: graduation from high school supplemented by courses in business or secretarial science and three years of increasingly responsible secretarial and clerical experience.

Benefits

• Full-time Employees earn up to 12 paid vacation days per year.
• 12 paid sick days per year with unlimited accumulation.
• 13 paid holidays.
• The District offers two excellent medical plans, Blue Shield and Kaiser Permanente; two dental plans, Delta Dental and MetLife SafeGuard; and vision care through Vision Service Plan (VSP).
• Retirement benefits include membership in CalPERS (California Public Employee's Retirement System) and Social Security (OASDI).
• Additionally, the District encourages employees to pursue professional growth, and provides financial incentive for classified employees completing professional growth programs.
• Substitute employees are not eligible for vacation or holiday pay but are eligible to earn sick leave at the rate of one hour per 30 hours worked, not to exceed 48 hours. Further, substitute employees are not automatically eligible for CalPERS or District health benefits.