What are the responsibilities and job description for the Secretary III - Transportation (Bilingual English/Spanish Preferred) position at Lucia Mar Unified School District?
REVISED DATE: November 18, 2014
TITLE: SECRETARY III
SALARY RANGE: 20
JOB SUMMARY
Under direct supervision, serves as secretary to an administrator and/or guidance team. Provide clerical support, word processing, filing, answering telephones complete student attendance reports and related tasks, update Student Emergency Cards, and other school office duties.
QUALIFICATIONS
a. Required:
1. Graduation from high school or its equivalent.
2. Two years of previous experience in clerical or secretarial work.
3. Ability to keyboard at 50 words-per-minute as evidenced by a keyboarding certificate.
4. Knowledge of current office practices and procedures, including proper telephone techniques, spelling, punctuation grammatical usage, word processing, accurate alpha-numeric filing, proficient use of current office equipment including computers, fax machines, and photo-copier.
5. Ability to read, understand, and follow oral and written instructions.
6. Ability to organize and execute work efficiently.
7. Ability to act calmly and sensibly in stressful situations.
8. Ability to multi-task in a fast-paced environment and with frequent interruptions.
9. Ability to establish and maintain effective working relationships with staff, students, and parents.
b. Desirable:
1. Additional training in typing, business correspondence and current office methods.
2. Valid California driver license.
3. Ability to communicate in Spanish.
4. School office experience as a Secretary I or II, or equivalent office experience.
5. Knowledge and experience with Microsoft Office Suite, including Word, Excel, Powerpoint, Publisher and Outlook.
6. Experience with Aeries and QSS.
ESSENTIAL FUNCTIONS
1. 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 of supplies, receive equipment and maintain inventory file.
2. Enroll and discharge students as directed.
3. Input student daily attendance including tardies, absences, lunch count, etc., and, generate attendance reports and letters as necessary.
4. Generate Independent Study (IS) contracts; maintain IS log; collect student materials/lessons, and other related activities.
5. Update Student Emergency Cards, as needed or directed.
6. Assist with generating purchase, technology, and/or work orders as directed.
7. Assist with maintaining school volunteer information/database/files.
8. Assist with providing first aid and medications to students as needed; record information in student first aid log; communicate with parents regarding student first aid situations.
9. Assist with SubCast/SubFinder and organizing information for daily substitutes.
10. Distribute mail; send fax messages, record and send messages.
11. Schedule meetings as needed, including but not limited to: SST, IEP, and School Site Council.
12. Answer telephone and give out appropriate information to school personnel and the public.
13. Perform other duties as reasonably related to classification.
OTHER ESSENTIAL FUNCTIONS/PHYSICAL REQUIREMENTS
1. Ability to sit for extended periods of time.
2. Ability to see and read printed matter with or without visual aids.
3. Facility to hear and understand speech at normal levels and to hear and understand speech on the telephone.
4. Ability to communicate so others will clearly understand normal conversation.
5. Physical dexterity in limbs and digits to operate computer keyboard and other office machines used in the office.
6. Ability to stand, walk, twist, bend over, grasp, reach overhead, push, pull, move, lift and/or carry up to 5 pounds on a regular basis and up to 15 pounds occasionally.
OTHER ESSENTIAL FUNCTIONS/MENTAL REQUIREMENTS
1. Ability to concentrate on a single task for up to two (2) hours at a time.
2. Ability to learn quickly and adapt to a variety of machinery, instructions, and task methods.
3. Ability to multi-task and meet deadlines in terms of work assignment schedules.
4. Ability to work in stressful situations and remain calm under pressure.
OTHER ESSENTIAL FUNCTIONS/SOCIAL REQUIREMENTS
1. Interact daily in person with other members of the school staff, students, parents, community members, vendors and other school visitors, and possess comfortable interpersonal skills and cooperative attitudes.
2. 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.
3. Convey an understanding, patient attitude toward other staff, students, parents, community members, vendors, and other school visitors.
4. Maintain the privacy of confidential information.
NOTE: This list of essential functions and of physical requirements is not exhaustive and may be supplemented as necessary in accordance with the requirements of the job.
SUPERVISION: The Secretary III is under the general supervision of the principal or other management designee.