Administrative Secretary - Department

Job Description
Glendale Elementary School District

Administrative Secretary - School

Purpose Statement
The job of Administrative Secretary - School is done for the purpose/s of providing secretarial and
administrative support to the school-site principal and other administrators; coordinating projects and site
activities; conveying information regarding school functions and procedures; ensuring efficient operation of
support functions and other administrative personnel. .

Essential Functions

Assists Principal with detailed student scheduling functions (e.g. student placement and changes, etc.)
for the purpose of providing efficient student placements, tracking student safety, attendance, and data
achievement.

Collaborates with a variety of outside agencies (e.g. police, Child Protective Services, Welfare, etc.) for
the purpose of supporting students' needs.

Communicate with internal and external parties by phone, letter and/or in person (e.g. staff, parents,
students, public agencies, etc.) for the purpose of providing information, facilitating communication
among parties and/or providing direction.

Coordinates a variety of programs and/or activities (e.g. meetings, building in-service day activities,
workshops, travel and accommodations, extra programs, etc.) for the purpose of ensuring availability of
facilities and/or equipment and delivering services in compliance with established guidelines.

Diffuses potentially hazardous situations within the school site for the purpose of taking action and/or
directing to appropriate personnel for resolution.

Maintains office equipment (e.g. copier, phone system, instructional equipment, etc.) for the purpose of
ensuring all equipment is in good working condition and used appropriately.

Maintains documents, files, records and inventories (e.g. administrative records, maintenance requests,
building keys, office procedures, all forms, building personnel records, substitute attendance, student
files, supplies, etc.) for the purpose of providing up-to-date reference and audit trail.

Monitors assigned school site activities and/or program components (e.g. classroom coverage if
substitutes are not available, special projects, processing and approval of account balance, etc.) for the
purpose of coordinating activities, ensuring compliance with established financial, legal and/or
administrative requirements and/or ensuring the safety and welfare of students.

Orients new site personnel (e.g. substitutes and staff as required) regarding appropriate school and
district practices (e.g. keys, folders, directions, building procedures, etc.) for the purpose of effectively
assimilating new personnel into site operations.

Oversees office staff, student assistants, volunteers, etc. (e.g. assigning and reviewing work, monitoring
time, etc.) for the purpose of meeting work demands in compliance with district procedures.

Prepares a wide variety of written materials (e.g. schedules, budgets, reports, memos, letters,
handbooks, etc.) for the purpose of documenting activities, providing written reference and/or conveying
information.

Processes documents and materials (e.g. travel leave, building employees' time sheets, forms, daily
attendance, calendars, purchase orders, etc.) for the purpose of disseminating information to
appropriate parties for action.

Administrative Secretary - School

Supports assigned administrative personnel for the purpose of providing assistance with their
administrative functions.

Other Functions
Performs other related duties as assigned for the purpose of ensuring the efficient and effective
functioning of the work unit.

Job Requirements: Minimum Qualifications
Skills, Knowledge and Abilities
SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job
conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include:
operating standard office equipment using pertinent software applications; preparing and maintaining accurate
records; performing basic bookkeeping and record keeping; Bilingual in English/Spanish preferred.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read
a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve
practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job
include: concepts of grammar and punctuation; office methods and practices; business telephone etiquette; multiple
period student scheduling preferred.

ABILITY is required to schedule a number of activities, meetings, and/or events; often gather, collate, and/or classify
data; and use job-related equipment. Flexibility is required to independently work with others in a wide variety of
circumstances; analyze data utilizing defined but different processes; and operate equipment using a variety of
standardized methods. Ability is also required to work with a significant diversity of individuals and/or groups; work
with data of varied types and/or purposes; and utilize a variety of job-related equipment. Problem solving is required to
analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines;
and problem solving with equipment is limited to moderate. Specific ability based competencies required to
satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality;
meeting deadlines and schedules; setting priorities; working as part of a team; working with constant
interruptions; being attentive to detail; adapting to changing work priorities; displaying patience and a sense of humor.

Responsibility
Responsibilities include: working under limited supervision using standardized practices and/or methods; directing
other persons within a small work unit; monitoring budget expenditures. Utilization of some resources from other
work units is often required to perform the job's functions. There is a continual opportunity to have some impact on
the organization’s services.

Work Environment
The usual and customary methods of performing the job's functions require the following physical demands:
occasional lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and
significant fine finger dexterity. Generally the job requires 45% sitting, 30% walking, and 25% standing. The job is
performed in a generally hazard free environment.

Experience: Job related experience with increasing levels of responsibility is required.

Education: High school diploma or equivalent.

Equivalency: .

Required Testing: Certificates and Licenses
Pre-employment Proficiency Test First Aid/CPR

Continuing Educ. / Training: Clearances
Maintains Certificates and/or Licenses IVP Fingerprint Clearance Card Required,

Measles/Rubella Immunity/Vaccination
Valid form I-9

FLSA Status Approval Date Salary Grade
Non Exempt 22

Administrative Secretary - School