Administrative Secretary- Educational Services

TITLE:                       Administrative Secretary – Educational Services

QUALIFICATIONS:

Equivalent to the completion of the twelfth grade, supplemented by courses in office practices.  Associates or Bachelor’s degree preferred.  Four years of increasingly responsible office experience which has includes the exercise of independent judgment, preferably including experience in a public school setting or school district office, or any combination of training and experience that could provide the desired knowledge and abilities.

• Correct English usage, spelling, grammar and punctuation.
• Current technology and software applications including word processing, presentation preparation, spreadsheet/database, and Internet access.     
• Current office organization, procedures, and practices.
• Business letter writing and basic report preparation.
• Principles and procedures of record keeping.
• Receptionist and telephone techniques.
• Type 50 wpm, write legibly, follow oral and written directions, and work well with a variety of people.  Typing and clerical test required.
• Bilingual (English, Spanish) preferred

ABILITY TO:

• Perform a variety of complex clerical and secretarial work involving use of independent judgment and requiring accuracy and speed.
• Devise or adapt office procedures in response to changing organizational needs.
• Make clear and comprehensive reports and keep complex records.
• Proficiently operate standard office equipment.
• Read, understand, and explain technical policies and materials.
• Analyze situations accurately and make decisions in procedural matters without immediate supervision.
• Understand and carry out oral and written instructions.
• Maintain cooperative working relationships with those contacted in the course of work.
• Type at a net corrected speed of 50 words per minute.

REPORTS TO:                      Assistant Superintendent

JOB GOAL:                          

Under general supervision of the Assistant Superintendent performs skilled secretarial and clerical work; to relieve the administrator of a wide variety of routine administrative and office duties; and to perform related work as required.

ESSENTIAL FUNCTIONS/PERFORMANCE RESPONSIBILITIES:

• Organizes and expedites the flow of work through the Educational Services office responsible for a large or major program.
• Performs a wide variety of skilled secretarial and clerical work, including typing, proofreading, filing, checking, and recording information. Establishes and maintains record systems and files.
• Communicates with a wide variety of staff, students and community members.
• Arranges and schedules meetings, appointments, and interviews.
• Screens calls and visitors; screens incoming correspondence routed to administrator for priority and background information.
• Types and maintains a heavy volume of complex and confidential reports. Compiles reports, handbooks, and special projects from a variety of sources including grants.
• Independently composes correspondence, answers inquiries, and supplies information on a wide range of technical and program matters for administrators, teachers, staff, and the public.
• Translates educational services communications and forms as directed by the Educational Services department.
• Supports with ordering, purchasing and record keeping as it relates to all Federal and State grants
• Collaborates with the Assistant Superintendent to:
•  Communicate with staff regarding trainings
•  Maintains pre and post registration attendance for  trainings
•  Maintains training attendance and submits a monthly report to supervisor
• Provides clerical support to the Director of Science, Technology, Engineering and Math and the Master Curriculum Specialist who are members of the Educational Services Team.
• Provides clerical support to before/afterschool and summer school programs

• Supports the English Language Learner program requirements including: 
  • Coordinating the administration of English language proficiency assessments including securing/scheduling testing teams, scoring, reporting, and vendor management.
  • Maintain and provide accurate technical reports to the curriculum and instruction team as well as the language acquisition support campus specialists. 
  • Assist with program monitoring, data collection and analysis.  Participate in site and district level data team and program implementation meeting. 
  • Provide ongoing support to the language acquisition support campus specialists
  • Maintains accurate student records including updating student information database at district and State level.

• Performs other duties as assigned.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls. The employee is occasionally required to walk.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

TERMS OF EMPLOYMENT:

Twelve months, beginning salary Grade four on the Classified Hourly Placement Schedule.  Employee benefits in accordance with Board policies.

EVALUATION:

Performance of this job will be evaluated in accordance with Board policy on evaluation of support staff personnel.