What are the responsibilities and job description for the Secretary II (Department)-Pupil Services, Pos#10327681 position at EDUCATIONAL RESOURCE CENTER?
DEFINITION Under direction of an assigned administrator, perform varied and responsible secretarial and administrative support duties for an assigned administrator; organize and coordinate office activities and communications for the director of diverse, District-wide functions and programs.
DISTINGUISHING CHARACTERISTICS The Secretary II classification is the advanced level class in the series. Incumbents in the Secretary II (Department) classification perform a variety of secretarial and clerical duties to assist the Director of a Districtwide, diverse function such as Special Education, Educational Services or Maintenance, Operations and Transportation. Secretary I (Department) positions provide secretarial support to department administered by a coordinator or supervisor.
EXAMPLES OF DUTIES
1. Perform a variety of secretarial and clerical duties to relieve the Director of routine administrative detail.
2. Organize, coordinate and oversee office activities, communications and workflow.
3. Train and provide work direction to clerical personnel as assigned.
4. Take and transcribe dictation or operate dictation equipment as required by the position. 5. Provide specialized information and assistance to callers and visitors regarding policies, procedures, rules and regulations related to the assignment.
6. Prepare routine correspondence independently.
7. Determine the importance and urgency of clerical assignments and telephone calls and establish appropriate priorities.
8. Maintain comprehensive financial records including departmental budgets; record expenditures and maintain current balances in assigned accounts.
9. Compile, organize, tabulate and summarize information and documents for a variety of departmental records and reports.
10. Prepare, format, type, edit and proofread a wide variety of materials including reports, correspondence, bulletins, memoranda and other documents.
11. Establish and maintain interrelated filing systems and records, including materials of a confidential and sensitive nature.
12. Operate a variety of office machines including typewriter, copiers, calculator, microcomputer, peripheral equipment and software.
13. Coordinate the Director’s calendar, scheduling appointments, meetings, conferences and travel arrangements as required.
14. Prepare agendas, attend meetings and take minutes.
15. Establish District-wide project timelines as needed.
16. Perform related duties as assigned.
QUALIFICATIONS GUIDE
Knowledge of:
1. Modern office practices, procedures and equipment.
2. Correct English usage, spelling, grammar, punctuation and composition.
3. Financial and statistical recordkeeping techniques.
4. Interpersonal skills including tact, diplomacy and courtesy.
5. Operation of office machines including computer equipment.
6. Oral and written communication skills.
7. District organization, operation, policies and objectives.
8. Organization, collection and storage of data.
Ability to:
1. Perform a variety of complex clerical and secretarial duties requiring independent judgment, speed and accuracy.
2. Attend to routine administrative matters to relieve the Director of clerical duties.
3. Organize and coordinate office activities, communications and workflow in an administrative office.
4. Maintain complex filing systems containing confidential and sensitive information.
5. Compile and prepare complex and accurate reports.
6. Train and provide work direction to assigned clerical personnel.
7. Work effectively with demanding schedules and timelines.
8. Operate office machines including computer equipment.
9. Provide specialized information and assistance to callers and visitors.
10. Maintain financial records including departmental budgets.
11. Take and transcribe dictation at an acceptable rate of speed or operate transcription equipment.
12. Type at a net corrected speed of 50 words per minute.
13. Communicate effectively both orally and in writing.
14. Interpret, apply and explain District policies, procedures, rules and regulations related to the assignment.
15. Work independently with minimal supervision.
16. Establish and maintain cooperative and effective working relationships with others.
Training and Experience:
Any combination equivalent to graduation from high school supplemented by course work in office practices, bookkeeping or related field and three years of increasingly responsible secretarial and clerical experience involving extensive public contact and financial recordkeeping.
Working Conditions:
District office environment.
ATTACHMENTS: MUST UPLOAD REQUIRED TYPING CERTIFICATE AND/OR LICENSES FOR APPLICATION TO BE CONSIDERED COMPLETE.
Work Year
12-month/8.0 hour
8:00 am-4:30 pm
Salary Classification: 27
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