California Department of Education
Administrative Secretary I (CSEA) - CL24-25-049-IPosted
6 weeks 5 days ago
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Job Description
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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
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