Position Summary

Serves as secretary to the School Support department.  Reports directly to and is evaluated by the Director of School Support.  Serves as receptionist for the department and receives and transmits telephone and other communications.  Performs duties requiring diligent exercise of judgment and initiative.  This is a classified 12-month position.

Supervision Received And Exercised

This position reports to the Director of School Support and serves under limited supervision, subject to organizational and program policies and procedures.

Examples of Essential Job Functions (Duties & Responsiblities)

• Greets and serves a variety of individuals on a daily basis, both professional educators and representatives of the general public.
• Serves as executive secretary for the department and is called upon to initiate correspondence from the Director and other department staff.
• Prepares agendas and packets for meetings, takes minutes, transcribes and initiates follow-up correspondence when necessary.
• Performs more complex work requiring a high level of quality and accuracy, including the preparation of legal contracts, staff evaluations, payroll, invoices and program reports.
• Assists in budget preparation and the monitoring of expenditures for travel, supplies, mileage, purchase orders, etc.
• Arranges travel reservations and keeps daily schedule of staff in department.
• Provides professional development support services, including facility bookings, catering arrangements and/or beverage support, preparation of session materials and attendance tracking for department.
• Prepares reports, correspondence, vouchers, receipts, schedules, minutes, requisitions, notices and statistical data.
• Computes, checks, tabulates and balances statistical and financial data.
• Does filing and searching; stores and issues supplies.
• Answers inquiries or refers to the proper official.
• Handles reimbursements and vendor/speaker payments.
• Reviews and prepares purchase orders and requisitions.

Qualifications (Employment Standards)

Knowledge of

• Modern office terminology, procedures/equipment;
• Varied computer software, including word processing, spreadsheets, database management and office graphics programs;
• Education organization, policies and procedures;
• Office practices and procedures;
• Proper English usage, grammar, spelling, vocabulary and punctuation;
• Organization of files and records.

Ability to

• Understand and comply with District, County, State and Federal procedures, policies and statutes;
• Maintain high degree of confidentiality;
• Accurately type 60 words per minute and enter data with accuracy;
• Communicate with tact and courtesy;
• Respond to routine inquiries;
• Follow oral and written directions;
• Operate modern office equipment, including computers;
• Adapt to changing work demands;
• Manage task priorities to meet deadlines;
• Work under varying degrees of stress;
• Establish and maintain effective working relationships with a variety of individuals and groups;
• Read and comprehend fine print, such as contracts, spreadsheets and texts;
• Communicate effectively via telephone, computer modem and in person.

Education and Experience

Any combination of training and experience that would provide the required knowledge, skills and abilities as qualifying. 

• Graduation from high school or comparable demonstration of basic competence and
• Preferably four years of progressively responsible secretarial experience.
• Experience in an education setting is desired, but not required.

Working Conditions (Work Environment):

The following conditions may be present:

• Work is performed in a busy, sometimes noisy, office environment.
• Positions in this classification work indoors and sit for long periods of time.
• The position requires daily oral communication in person and on the telephone, frequent use of email and messaging communication systems.

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.

• The position requires ordinary ambulatory ability to retrieve work materials, intermittent walking, standing, stooping and carrying and lifting of light- to medium-weight materials (under 30 pounds).
• Requires hand-eye-arm-finger dexterity to use a personal computer keyboard, ten-key and other common office equipment.
• Requires speaking and hearing ability sufficient to hear over the phone and carry on complex conversations.
• Visual acuity sufficient to read manuals, video display screens and other related material and work at a computer screen frequently and throughout the day.

Other Requirements:

• Must be fingerprinted and a satisfactory Department of Justice records check must be received by HCOE prior to employment.
• TB testing will be required upon employment.
• Must pass a pre-employment physical (if applicable).
• May be required to obtain first aid and CPR certificates within the first 6 to 12 months of employment.
• May be required to drive with or without students; some positions may require a California driver’s license, proof of insurance and possible participation in the DMV PUll Notice Program once employed.

Classification Range: 6 | PC Approved: 6/13/2023