Position Summary

Under general supervision of the Director of Fiscal Services, this position provides support to both the Fiscal and Transportation Departments.  This position receives and transmits telephone and other communications and performs duties requiring the diligent exercise of judgment and initiative.  The Secretary performs varying degrees of clerical duties and may handle sensitive data.

Distinguishing Characteristics

This position requires flexibility to transition from one workspace to another at times, and to work independently as well as with others, depending upon the events of the day.  The right candidate will have a positive attitude and the ability to stay calm and practice good judgement under pressure, as well as exceptional ability to handle complex clerical tasks with superior judgment, discretion and confidentiality.

Supervision Received and Exercised

This position is under the supervision of the Transportation Supervisor/Fleet Manager and the Director of Fiscal Services.

Examples of Duties and Responsibilities

• Prepares agendas and summary notes of staff/committee meetings and initiates follow-up correspondence when necessary.
• Prepares correspondence and memos from verbal instructions or notes; independently composes inquiries and/or replies.
• Assists in the preparation of workshops, including booking rooms, sending invitations, collecting RSVPs, making copies of handouts and coordinating snacks or refreshments, if needed.
• Maintains email and phone contact list for superintendents, directors, business managers, Payroll and AP staff.
• Initiates, compiles and distributes vacation calendar on a quarterly basis.
• Gathers and follows up on pay docs to submit to payroll for the entire business office.
• Schedules and makes payments for internal professional development workshops.
• Prepares and tracks contracts for personnel services.
• Processes and replenishes business office petty cash.
• Prints and tracks internal Purchase Orders (POs).
• Allocates internal quarterly billings for Community and Outreach Engagement Department, AT&T and UBEO charges.
• Data entry of fiscal information and sorting of checks.
• Initiates orders of materials upon request and maintains record of purchase orders, invoices and expenses.
• Prepares travel authorizations and expense claims and arranges travel and transportation for program staff.
• Schedules maintenance appointments for fleet vehicles.
• Makes and changes reservations, uploads invoices and vehicle information.
• Helps manage and provide support for Agile Fleet Commander.
• Assists with dispatching and radio communications.
• Helps with the delivery of fleet vehicles for servicing.
• Answers phones and takes detailed messages in absence of department lead.
• Schedules appointments for event committee meetings.
• Prepares payroll documents for program staff.

Qualifications/Employment Standards

Knowledge of:

• Modern office terminology, procedures and 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 a high degree of confidentiality.
• Accurately type 60 words per minute and enter data.
• 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.
• Work in a collective and collaborative working environment in a shared office space.

Education and Experience

Minimum Required:

• Graduation from high school or demonstration of comparable basic competence.
• Preferably four (4) years of progressively responsible secretarial experience.
• Experience in an education setting is desired, but not required

Working Conditions/Work Environment

• Ability to work in collective and collaborative working environment in a shared office space.
• Work is performed in a busy, sometimes noisy, office environment.
• Frequent use of email and messaging communication systems.

Physical Demands

(Consideration will be given to reasonable accommodation for the following physical requirements.)

• Stand, sit and/or move about for sustained periods.
• Move about in non-traditional instructional environments, such as areas of the community.
• Daily oral and written communication.
• Speaking and hearing ability to sufficiently hear over the phone and carry on routine conversations and to address groups of varying sizes.
• Physical and emotional stamina to cope with sometimes stressful situations and conditions.
• Operating a computer, calculator, copier and other equipment that involves repetitive arm and hand movements.
• Hand-eye-arm and finger dexterity.
• Visual acuity sufficient to recognize people, words and numbers.

Other Requirements

• Must be fingerprinted and a satisfactory Department of Justice records check must be received by HCOE prior to employment.
• TB testing and/or risk assessment 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.

Classified | Range 6
Modified 3/6/2024
Personnel Commission Approved 3/12/2024