Administrative Secretary I (Bilingual Spanish/English Required)

REDWOOD CITY SCHOOL DISTRICT

CLASS TITLE: ADMINISTRATIVE SECRETARY I 

BASIC FUNCTION:

Under the direction of a District-level administrator at the level of Coordinator or Certificated Manager, perform responsible secretarial and clerical work related to the function(s) 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.

DISTINGUISHING CHARACTERISTICS:

Administrative Secretary I incumbents performed experienced-level clerical and secretarial duties for a District-level administrator at the level of a Coordinator or Certificated Manager for a specific District-wide program or function. Administrative Secretary II incumbents report to an administrator at the level of Director with a major District-wide program. The Administrative Secretary III incumbents report to a District­ level Director of several large and diversified programs.

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 and 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:

Modem 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 p