Position Summary

Serves as secretary to the Student Programs and Services Department.  Performs varied complex secretarial duties requiring the diligent exercise of judgment and initiative and also serves as receptionist for the department.  This is a classified 12 month position.

Distinguishing Characteristics

The right candidate will have a positive attitude and the ability to stay calm and practice good judgment under pressure.  The position will require the candidate to work independently, as well as within a team, depending upon the events of the day.

Supervision Received and Exercised

This position reports to the Assistant Superintendent of Student Programs and Services and serves under limited supervision, subject to organizational and program policies and procedures.

Examples of Duties and Responsibilities

• Greets and serves a variety of individuals daily, 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 department staff.
• Prepares agendas and packets for meetings, takes minutes and transcribes and initiates follow-up correspondence when necessary. Conducts continuing correspondence independently on procedural or informational matters.
• Prepares and maintains departmental forms, schedules, official permanent records, student and program confidential files and reports according to program requirements.
• Collects data and prepares reports for the state, such as annual budget service plans, time records for multi-funded positions, kindergarten oral health screenings , etc..
• Processes payroll, travel authorizations and reservations for all department staff.
• Assists in budget preparation and the monitoring of expenditures for travel, supplies, mileage, purchase orders, etc.
• Performs more complex work at a high level of quality and accuracy, including the preparation of legal documents/reports.
• Manages professional development support services, including facility bookings, catering arrangements and/or beverage supports, preparation of session materials and attendance tracking.
• Prepares contracts and service agreements.
• Reviews and prepares purchase orders and requisitions and facilitates the purchase of all department materials and supplies.
• Prepares reports, correspondence, vouchers, receipts, schedules, minutes, notices and statistical data.
• Computes, checks, tabulates and balances statistical and financial data.

Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. 

Qualifications

Knowledge of:

• Modern office terminology, procedures and equipment;
• Educational organization, policies and procedures;
• Office practices and procedures;
• Proper English usage, grammar, spelling, vocabulary and punctuation;
• Organization of files and records;
• Office management software programs, e.g. Microsoft Excel, Microsoft Word, Microsoft PowerPoint.

Ability to:

• Work independently;
• 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 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 are 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)

Work is performed in a busy, sometimes noisy, office environment.  Positions within this classification work indoors and sit for long periods of time.

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 position.

• Ordinary ambulatory ability to retrieve work materials, intermittent walking, standing, stooping and carrying and lifting of light- to medium-weight materials (under 30 pounds);
• Hand-eye-arm-finger dexterity to use a personal computer keyboard, ten-key and other common office equipment;
• 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 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.

Range 6
Modified 1/3/2024
PC Approved 1/30/2024