Student Services Secretary III

Job Summary

Under the supervision of the Director of Student Services or designee, provide clerical support, word processing, filing, answering telephones, complete reports, generate change orders, create purchase orders, track and distribute materials/supplies, work with administration to track budgets, and provide clerical support as directed to special education administrators.

Qualifications

• Graduation from high school or its equivalent.
• Two or more years of previous experience in clerical or secretarial work.
• Ability to keyboard at 50 words-per-minute as evidenced by a keyboarding certificate.
• Knowledge and application of current office procedures, including proper telephone techniques, spelling, punctuation, grammar, word processing, accurate alpha/numeric filing, proficient use of current office equipment including computers, fax machines, photocopier and scanner.
• Ability to read, understand and carry out oral and written instructions.
• Ability to plan, organize and execute office work and events efficiently.
• Ability to act calmly and sensibly in stressful situations.
• Ability to multi-task in a fast-paced environment and with frequent interruptions.
• Ability to establish and maintain effective working relationships with staff, students, parents and others.
• Desirable: Additional training in QSS, typing, business correspondence and current office methods. Ability to communicate in Spanish. School office experience as a Secretary I or II, or equivalent office experience. Knowledge Microsoft Office Suite including Excel, Word, PowerPoint, Publisher and Outlook. Ability to use Google Docs. Possession of a valid California driver license.

  Essential Functions

  • Perform a variety of clerical tasks including word processing, proofreading, filing, checking and recording information; compiling and organizing reports; maintain calendar and arrange appointments, prepare requisitions and maintain records, receive equipment and maintain inventory file, and maintain and track employee time sheets.
  • Aid and coordinate hiring of special education staff with Human Resources.
  • Monitor Subfinder and coordinate substitute assignments.
  • Generate purchase, technology, and/or work orders as directed.
  • Maintain information/database/files.
  • Distribute mail, send fax messages, record and send messages.
  • Schedule and track meetings as necessary.
  • Answer telephone and give out appropriate information to school personnel and the public.
  • Assist with the planning, organizing, and implementation of the Extended School Year (ESY) program.
  • Perform other duties as reasonably related to classification.

  Other Essential Functions/Physical Requirements

  • Ability to sit for extended periods of time.
  • Ability to see and read printed matter with or without visual aids.
  • Facility to hear and understand speech at normal levels and to hear and understand speech on the telephone.
  • Ability to communicate so others will clearly understand normal conversation.
  • Physical dexterity in limbs and digits to operate computer keyboard and other office machines used in the office.
  • Ability to stand, walk, twist, bend over, grasp, reach overhead, push pull and move, lift and/or carry up to 5 pounds on a regular basis and up to 20 pounds occasionally.

  Other Essential Functions/Mental Requirements

  • Ability to concentrate on a single task for up to two (2) hours at a time.
  • Ability to learn quickly and adapt to a variety of machinery, instructions, and task methods.
  • Ability to multi-task and meet deadlines in terms of work assignment schedules.
  • Ability to work in stressful situations and remain calm under pressure.

  Other Essential Functions/Social Requirements

  • Interact daily in person with other members of the staff, students, parents, community members, vendors and other visitors, and possess comfortable interpersonal skills and cooperative attitudes.
  • Because of the time urgent nature of duties and because work product of position is interdependent with that of other staff, consistent attendance is required.
  • Convey an understanding, patient attitude toward other staff, students, parents, community members, vendors, and other visitors.
  • Maintain the privacy of confidential information.

  Supervision

  The Student Services Secretary III is under the supervision of the student services coordinator, director or other designated management employee.