Limited Term Administrative Secretary (6 Months duration)

CLASS TITLE: ADMINISTRATIVE SECRETARY BASIC FUNCTION: Under the direction of an assigned Director I, provide varied and complex secretarial support services to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications for the assigned supervisor. REPRESENTATIVE DUTIES: ESSENTIAL DUTIES: Provide varied and complex secretarial support services to relieve the administrator of administrative and clerical detail; organize office activities and coordinate flow of communications; assure office runs smoothly. Receive visitors, including administrators, staff, parents and the public; provide information or direct visitors to appropriate personnel; provide detailed and technical information concerning policies and procedures where judgment, knowledge and interpretation of procedures and regulations are required. Assure timely communications between assigned office and District employees; initiate phone calls to receive and transmit information; resolve issues as appropriate; refer difficult situations to the administrator. Answer telephones, screen and route calls; take and relay messages as appropriate; serve as a resource to others concerning policies and procedures. Research and compile a variety of information; compute statistical information for various federal, State and District reports; process and evaluate a variety of forms related to assigned functions. Maintain department budgets and assure that accounts are accurate and expenditures are within federal or State requirements; initiate purchase requisitions and budget transfers. Compose, independently or from note or rough draft, a variety of materials including inter-office communications, applications, requisitions, forms, letters, contracts, special projects, legal documents and other materials; establish and maintain project and confidential files. Coordinate, schedule and attend a variety of meetings; prepare and send out notices of meetings; maintain appointment calendar; collect and compile information for meetings, projects and workshops. Prepare agenda items and back-up materials for a variety of meetings; prepare charts and statistical information as needed; attend meetings and take and transcribe minutes. Maintain a variety of complex personnel records, lists, files and records including confidential materials; administer payroll for department including completion and submission of time sheets as directed; assure confidentiality of information and records. Inventory, order, receive and distribute office supplies and materials; prepare purchase requisitions; communicate with vendors to obtain price quotes. Train and provide work direction and guidance to assigned staff; provide recommendations for employee evaluations. Receive, open, sort, screen and distribute incoming mail; compose replies independently or from oral direction. Coordinate travel and conference arrangements for staff; prepare related forms and reimbursements. Operate a variety of office equipment including a copier, fax machine, typewriter and a computer and assigned software; utilize a computer and peripheral equipment to record information and generate lists, reports and other materials. OTHER DUTIES: Develop and implement office procedures to assure complete and timely operations; create office forms which facilitate work flow. Assist assigned administrator by performing research and special projects as requested. Attend and participate in a variety of in-service trainings and meetings. Perform other duties, related to the job, as assigned. KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: Modern office practices, procedures and equipment. Telephone techniques and etiquette. District organization, operations, policies and objectives. Applicable sections of State Education Code and other applicable laws. Financial and statistical record-keeping techniques. Correct English usage, grammar, spelling, punctuation and vocabulary. Interpersonal skills using tact, patience and courtesy. Oral and written communication skills. Operation a computer and assigned software. Budgeting practices regarding monitoring and control. Methods of collecting and organizing data and information. Business letter and report writing techniques. Principles of training and providing work direction. ABILITY TO: Perform complex and responsible secretarial support duties requiring initiative and good judgment. Work independently with little direction. Analyze situations accurately and adopt an effective course of action. Compose correspondence and written materials independently or from oral instructions. Assure efficient and timely completion of office and program projects and activities. Understand and resolve issues, complaints or problems. Establish and revise priorities of clerical work and office activities. Establish and maintain cooperative and effective working relationships with others. Interpret, apply and explain laws, codes, rules, regulations, policies and procedures. Type at 60 words per minute from clear copy. Operate a variety of office equipment including a computer and assigned software. Maintain records and files. Maintain confidentiality of privileged and sensitive information. Meet schedules and time lines. Plan and organize work. Train and provide work direction to others. Complete work with many interruptions. Compile and verify data and prepare reports. Communicate effectively both orally and in writing. EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high supplemented by college-level course work in secretarial science or related field and four years of increasingly responsible secretarial or clerical experience. LICENSES AND OTHER REQUIREMENTS: Some positions in this classification may require the ability to take and transcribe dictation at 90 words per minute. WORKING CONDITIONS: ENVIRONMENT: Office environment. Constant interruptions. PHYSICAL DEMANDS: Dexterity of hands and fingers to operate a computer keyboard. Seeing to read a variety of materials. Hearing and speaking to exchange information in person and on the telephone. Sitting for extended periods of time. Bending at the waist, kneeling or crouching to file materials.