Student and Family Support Office Secretary - Open to Kern High School District Regular Employees Only -

Kern High School District

About the role

To assist in the effective administration of the district school health and neighborhood support programs by providing clerical and technical support services. Employees in this classification receive limited supervision from a departmental/school site administrator within standard policies and procedures. They may also oversee and monitor the work of others. This job classification performs various complex and responsible secretarial/operational support functions. It requires initiative, problem-solving skills, and independent judgment.

Responsibilities

• Utilize assigned computer systems and software to generate various documents, records, lists, and reports related to student, personnel, and provider data and information; initiate queries, compile information, and manipulate data from multiple sources; verify the accuracy of data input and output.
• Assist with notification to staff of each claiming period and/or reporting period; follow up on any missing claims or other information with relevant staff.
• Perform a variety of clerical work related to district school health programs.
• Maintain records and files; compile miscellaneous school health statistical reports.
• Provide information and assistance to staff and public requiring knowledge of school health program policies, regulations, and guidelines.
• Check, prepare, mail, distribute, and post orders, requisitions, and other materials; assist in maintaining school health program budget accounts.
• Answer inquiries and provide information to staff and the public about school health programs; answer the telephone, make appointments, and relay messages.
• Coordinate activities between the department and the district offices as necessary; coordinate department staff schedules as needed.
• Maintain computerized files, including input, output, and preparation of school health program reports and records.
• Maintain accurate absence records and reports for program staff; prepare time sheets and timecards as required.
• Coordinate and manage referrals to safety health net services and various community health services.
• Assist department and district staff in the area of school health programs, billing, and monitoring systems.
• Perform and/or oversee a wide variety of clerical, secretarial, and operational support activities.
• Type/word process, check, verify, compile, and record a variety of data/information related to assigned program/department/office.
• Type/word process various materials such as interoffice communications, stencils, requisitions, forms, letters, reports, statistics, curriculum projects, instructional materials, specifications, etc.
• Maintain accounts/running balances and gather data for payroll purposes; perform necessary arithmetical computations.
• Act as office receptionist; answer telephones; make reservations and appointments; receive and respond to students, faculty, administrators, and the general public; give information and assistance whenever possible.
• Arrange and schedule a variety of meetings: notify participants, confirm dates and times, reserve meeting sites, and prepare materials needed at the meetings.
• Attend meetings, take minutes, transcribe, and distribute minutes as directed.
• Maintain an accurate and detailed calendar of events, due dates, and schedules as they relate to assigned program(s) and its services to ensure proper tasks and activities occur as scheduled.

Requirements

• Knowledge of proper office methods, techniques, and procedures, including report writing and proper telephone techniques.
• Knowledge of proper English usage, grammar, punctuation, and spelling.
• Knowledge of word processing techniques and computer software applications.
• Knowledge of local and state standards, requirements, laws, codes, rules, regulations, policies, and procedures related to Medi-Cal and Local Educational Agency programs.
• Knowledge of specific practices and procedures of Medi-Cal and SMAA related billing and coding.
• Knowledge of district policies, rules, laws, and regulations.
• Knowledge of preparation and format of statements, reports, reconciliations, summaries, etc.
• Knowledge of modern office practices and equipment, including filing systems, receptionist, and telephone techniques, and office equipment.
• Knowledge of business correspondence, record keeping, filing methods, letter and report preparation, proofreading, and composition.
• Ability to understand and follow both oral and written instructions in an independent manner.
• Ability to read and write at a sufficient level for successful performance of required duties.
• Ability to maintain routine records and prepare reports.
• Ability to plan and organize activities needed according to stated policies and objectives.
• Ability to persuade and motivate individuals and groups.
• Ability to perform a variety of technical duties involved in inputting, processing, updating, and analyzing data.
• Ability to assist in administering complex, real-time database systems.
• Ability to learn, interpret, apply, and explain applicable laws, guidelines, codes, rules, and regulations.
• Ability to extract and compare data from multiple sources by developing queries requiring logic.
• Ability to assemble, organize, and prepare data for records and reports.
• Ability to learn, evaluate, and implement new processes and procedures as guidelines change.
• Ability to establish and maintain effective relationships with those contacted in the performance of required duties.
• Ability to learn the operations, procedures, policies, and requirements of assigned programs, departments, or operational unit and apply them with good judgment in a variety of procedural situations.
• Ability to take non-verbatim notes/minutes, transcribe dictation with speed and accuracy.
• Ability to perform mathematical calculations accurately.
• Ability to establish and maintain efficient record-keeping/filing systems and prepare routine reports.
• Ability to coordinate activities and details and maintain effective schedules of events.
• Ability to analyze situations and take appropriate action regarding routine procedural matters without immediate supervision.
• Type/word process at 50 net words per minute.
• Operate various standard office machines and equipment, including calculators, copiers, computer terminals, etc.
• Effectively and tactfully communicate in both oral and written forms.
• Establish and maintain effective work relationships with those contacted in the performance of required functions.
• Coordinate workflow among clerical staff/student assistants assigned to program, office, or operational unit.
• A recent five-minute in-person typing certificate must accompany application to be successful. Certificates must be less than two years old and cannot be completed through an online website. Kern High School District employees who currently work in a position requiring the same or higher minimum typing speed do not need to submit a typing certificate.
• Must possess a valid California State Driver's License.

Qualifications

• Two years of responsible clerical and stenographic experience, preferably involving considerable public or medical contact.
• Three years of increasingly responsible experience in school-based Medi-Cal billing.
• A criminal history check will be required of the successful candidate prior to employment.

Pay

Starting salary: $4,265.31 (monthly)

Schedule

• 11 months (to begin as soon as possible)
• 8 hours daily (working hours 7:30 a.m. to 4:00 p.m.)