What are the responsibilities and job description for the SECRETARY position at Lynwood Unified School District?
Lynwood USD
Secretary
CLASS CODE
600011
SALARY
$22.49 - $27.33 Hourly
$1,799.54 - $2,186.31 Biweekly
$3,899.00 - $4,737.00 Monthly
$46,788.00 - $56,844.00 Annually
ESTABLISHED DATE
September 18, 2006
REVISION DATE
April 17, 2023
- Basic Function
- The job of Secretary is done for the purpose/s of providing a variety of secretarial support to assigned administrator and/or department at the district office or school site; establishing and maintaining department records; coordinating assigned projects; compiling and distributing a wide variety of material and reports; and communicating information and direction to staff and the public as may be requested. This job reports to DESIGNATED ADMINISTRATOR.
- Representative Duties
- Essential Functions Answers incoming telephone calls and greets individuals entering the building for the purpose of providing costumer service and information and transferring calls as appropriate to receive and relay messages. Assists in coordination of District/site events and activities (e.g. planning, scheduling, set-up, managing facilities, etc.) for the purpose of providing professional/articulate communication and presentation, and implementing services and/or programs within established time frames and in compliance with related requirements. Attends and sets-up schedule for department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions. Collects payments for a variety of events as assigned (e.g. fines, fees, and fund raisers, etc.) for the purpose of completing transactions and/or securing funds. Compiles and processes data from a wide variety of sources (e.g. student information, time sheets, work orders, requisitions, calendars, expenditures/budget, travel reimbursements, staff, public agencies, personnel records, etc.) for the purpose of analyzing issues, preparing reports, monitoring program components, providing information, and/or ensuring compliance with organization policies and procedures. Coordinates assigned projects, events, and/or program components (e.g. proper distribution of materials to a variety of departments, arrangements for conferences, meetings, travel requirements, calendars, website appointments, manage facilities and coordinate events, etc.) for the purpose of completing activities and/or delivering services in a timely fashion. Generates statistical and financial information for various state and District reports for the purpose of ensuring timely and efficient completion of tasks in compliance with guidelines, policies, and procedures. Maintains inventory of and procures supplies and materials (e.g. forms, office supplies, teachers orders, office orders, etc.) for the purpose of ensuring items' availability. Maintains a variety of manual and electronic documents, files, and records (e.g. work orders, timesheets, expense reimbursement requests, etc.) for the purpose of documenting activities and providing up-to-date information and/or historical reference in accordance with established guidelines and legal requirements. Monitors and prepares payroll, budget allocations, expenditures, fund balances, budget transfers, requisitions and related financial activities; collects funds and fees, etc. for the purpose of ensuring that all locations are accurate, revenues are recorded, expenses are within budget limits, and/or fiscal practices are followed. Oversees the work flow and assignments of office support staff for the purpose of ensuring timely and efficient completion of work in compliance with guidelines, policies, and procedures. Performs school related functions (e.g. arranging for substitute coverage, orienting new employees, etc.)for the purpose of maintaining adequate staffing and supporting school functions. Prepares a variety of correspondence, reports and other materials (e.g. letters, memorandums, minutes, charts, periodic and ad-hoc reports, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information. Provides assistance with student health or other issues as needed (e.g. minor first aid, arranges for care of injured or ill students, oversees students waiting in main office, etc.) for the purpose of supporting student needs. Receives, sorts, and distributes incoming and outgoing mail for the purpose of ensuring the efficient and timely operation of the office and department within District guidelines. Researches assigned topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information that addresses school operations. Responds to inquiries from a variety of internal and external parties (e.g. District staff, other schools, government agencies, general public, students, etc.) for the purpose of providing information, facilitating communication among parties, and/or providing direction. Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities. Utilizes and supervises the use of software applications to conduct school/district business including payroll, procurement, and attendance for the purpose of supporting school/district operations. Marginal Functions Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
- Initial/Minimum Qualifications
-
- Graduation from High School or equivalent
- Two (2) years of job related experience.
- Course work in secretarial science is desirable.
- Type at a speed of not less than 40 words per minute. A typing test will not be given. Demonstrated proficiency will be expected during the probationary period for this classification.
- Any other combination of education, training, and experience, which demonstrates that the applicant is likely to possess the required skills, knowledge, or abilities, may be considered.
- Knowledge, Skills, Abilities and Working Conditions
- SKILLS are required to perform single, technical 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 current and pertinent software applications, preparing and maintaining accurate records; performing complex secretarial duties; and meeting schedules and times lines. KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: commonly accepted office application software and machines; vocational standards; District organization, operations policies, and procedures; correct English usage, grammar, spelling, punctuation and vocabulary; and business telephone etiquette. ABILITY is required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify 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: maintaining confidentiality; meeting deadlines, schedules and timelines; working independently with little direction, analyzing situations and adopting an effective course of action; using tact, patience and courtesy; and working as part of a team. Responsibility Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking 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.
- Other Requirements
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Work Environment
The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally the job requires 70% sitting,15% walking, and 15% standing. This job is performed in a generally clean and healthy environment.
Required Testing Certificates and Licenses Pre-Employment Job-Related Proficiency Test CPR/First Aid Certificate Continuing Educ. / Training Clearances Maintenance Certificates and/or Licenses Mandated Reporter Training Criminal Background Check Pre-Employment Fingerprinting and TB Testing FLSA Status Non Exempt
Salary : $22 - $27
