DEFINITION: Under minimal supervision, serves as secretary to an Administrator. DISTINGUISHING CHARACTERISTICS: Positions in the class of Administrative Secretary I serve at the District Office level. This position relieves the Administrator of routine administrative and complex clerical tasks. Individuals serving in this position are differentiated from the Administrative Secretary I (Confidential) in that they have no dealings with employee-employer relations (Negotiations). OCCUPATIONAL GROUP Classified (Clerical) EXAMPLES OF DUTIES Duties may include, but are not limited to, the following: * Organizes the activities of the Administrator and/or other District staff related to functions of assigned office and coordinates with various other offices/departments. * Serves as secretary to the Administrator; schedules appointments; screens calls, visitors and mail; distributes mail as necessary; independently composes answers to correspondence; types from oral direction and rough drafts a variety of materials, such as letters, memoranda, reports and forms; maintains a wide variety of files including materials of confidential or sensitive nature; maintains calendar for the Administrator. (E) * Attends meetings, takes and/or transcribes dictation from notes and/or tape machine, prepares minutes of such meetings and distributes minutes to participants, as required. (E) * Serves as a liaison to the public on the telephone and in person by providing a wide variety of information regarding District policy; assesses and deals with office issues that may arise in daily operations. (E) * Assists the Administrator in the development of department and various program budgets; monitors department expenditures; maintains records and processes budget related paperwork; processes payroll time sheets. (E) * Directs the work of subordinate office clerical staff. * Coordinates and schedules various workshops and makes travel arrangements for the Administrator. * Prepares agenda items for Board of Education. (E) * Assesses needs and orders supplies; processes orders for equipment; maintains records and follows up with the purchasing department warehouse and business office when questions and problems arise; processes school site requests. * Designs, types, and edits awards, flyers, forms, handbooks and newsletters. * Utilizes computers in the daily performance of duties and responsibilities. (E) * Performs other related duties as assigned. (E) = Essential Functions MINIMUM REQUIREMENTS Knowledge of: * Office management techniques, filing systems, telephone techniques, letter and report writing; * Computer applications including word processing, data base, spreadsheet, desktop publishing; * Business Math, principles of accounting, and business English including vocabulary, correct grammatical usage, punctuation, and spelling; * Budget procedures and composition; * California Education Code. Ability to: * Communicate verbally and in writing; - Analyze, explain; * Exercise good judgment; * Operate a keyboard and typewriter at 55 wpm; * Learn, organize, prioritize and adapt; * Apply rules, regulations and policies relating to department programs; * Assess and resolve problems; * Operate office machines; * Establish and maintain a cooperative and effective professional relationship; * Deal with sensitive matters appropriately; * Take dictation using any method, at a reasonable speed ... desirable. EDUCATION/EXPERIENCE * At least one year School District experience highly desirable; * Educational equivalent to the completion of the 12th grade. A combination of training and experience may be substituted for formal education; * Four (4) years of responsible secretarial or clerical duties; * Supplemental training or course work in the secretarial/clerical area desirable. WORKING CONDITIONS * A District office environment; * Demanding time lines; * Subject to frequent interruptions and extensive contact with the staff and public. PHYSICAL ABILITIES * Bending at the waist and reaching to retrieve and maintain files and records; * Carrying, pushing, pulling or lifting light equipment and supplies; * Climbing, occasional use of step ladders; * Dexterity of hands and fingers to operate standard office equipment; * Hearing and speaking to exchange information in person and on the telephone; * Kneeling, crouching or stooping; * Reaching overhead, above the shoulders and horizontally; * Visual ability to read, prepare/process documents, and to monitor office activities; * Sitting and/or standing for extended periods of time; * Mobility. HAZARDS * Some contact with toxic materials; * Extended viewing of computer monitor; * May be exposed to contact with uncooperative or abusive individuals; * Working around and with office equipment having moving parts. Board Approved: Revised:10/09/86 Revised: 07/20/95 Revised: 09/19/97 Revised: 03/01/01 Requirements / Qualifications Requirements / Qualifications