Administrative Secretary I Proficiency In English And Spanish Preferred (temporary Opportunity)

Job Description / Essential Elements:

SUMMARY

Performs regular, recurring, yet moderately complex secretarial and administrative support duties, including but not limited to reception, transcription of documents in established formats, maintenance of document filing and retrieval systems, and basic recordkeeping.

NATURE AND SCOPE

This position performs secretarial activities that reflect formal training and/or experience in the field, and which will vary depending on the area of assignment. Exercises some judgment in routine administrative matters, and in preparing correspondence and communicating with staff and customers. Assignments require a working knowledge of modern secretarial practices and the ability to efficiently and effectively use both standard and specialized office equipment.

DISTINGUISHING CHARACTERISTICS

This is the first level Administrative Secretary position, requiring 2 years closely related experience. Advancement to Administrative Secretary II will require additional experience, and/or formal training, additional command of word processing and spreadsheet software, and service to a broader scope, function or department. Advancement to this position from Office Assistant II requires demonstrated competency in word processing and spreadsheet software in addition to the minimum qualifications listed below.

ESSENTIAL TYPES OF DUTIES (Examples)

• Performs secretarial and clerical duties involving the use of some independent judgment and an understanding of departmental functions and procedures.

• Develops and maintains a working knowledge of special terminology related to the function to which assigned.

• Screens incoming calls, mail, and visitors, evaluating the relative importance of each and independently resolving routine matters or referring to others.

• Types from rough drafts or verbal instructions a variety of materials such as letters, memoranda, reports and statistical data. Composes correspondence and forms as necessary.

• Initiates and answers telephone calls. Schedules appointments. Answers routine program policy and procedure inquiries within the scope of authority. Provides general information.

• Arranges meetings as directed. Prepares schedules and informs participants, confirming dates and times. Makes hotel and travel reservations as directed.

• Indexes and files correspondence, reports, and other materials according to predetermined breakdowns. Maintains filing system.

• Performs limited scope recordkeeping for the department, fund, or grant(s) by preparing and processing invoices, requisitions, expense claims and vouchers.

• Operates standard office machines and equipment including personal computers, typewriters, printers, copiers, calculators and fax machines.

• Performs other duties as required to accomplish the objectives of the position.

QUALIFICATIONS

Knowledge and Skills: Working knowledge of modern secretarial and general office clerical principles, practices, and methods. Basic knowledge of the special practices, technicalities, and work methods for the department of assignment. Working knowledge of English grammar and composition, business and/or legal formats, spelling, arithmetic, filing, and recordkeeping. Sufficient human relations skill to communicate standard yet sometimes sensitive information, to employ lines of inquiry, and to maintain harmony in a work setting.

Abilities: Requires the ability to independently perform all of the duties of the position efficiently and effectively. Must be able to coordinate and perform complex office and secretarial work with speed and accuracy. Must be able to learn, interpret, explain and apply knowledge of District and department organization, operations, programs, functions and special department terminology to relieve one or more managers or program coordinators of a variety of administrative details. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to analyze situations and accurately adopt an effective course of action. Requires the ability to communicate with students, staff, parents and the public using courtesy, and in a manner that reflects positively on the department and District. Must be able to work well independently and as part of a team.

Physical abilities: Position involves standing, walking, stooping, and occasional carrying and lifting of lightweight materials (up to 20 pounds). May be required to sit for extended periods of time. Requires visual acuity and depth perception to recognize words and numbers; and hand and finger dexterity and hand/eye coordination to use a computer keyboard and common office equipment. Requires speaking and hearing ability sufficient to hear over a phone and carry on conversations. Must be able to type 50 words per minute.

Education and Experience: High School diploma or equivalent required. Minimum 2 years of progressively responsible secretarial or clerical experience, preferably in a school setting is required.

Requirements / Qualifications

The District is accepting applications for Administrative Secretary-I to work temporarily.

SUMMARY: Performs regular, recurring, yet moderate secretarial and administrative support duties, including but not limited to reception, maintenance of document filing and retrieval systems, and basic recordkeeping.

Knowledge and Skills: Working knowledge of modern secretarial and general office clerical principles, practices, and methods. Basic knowledge of the special practices, technicalities, and work methods for the department of assignment. Working knowledge of English grammar and composition, business and/or legal formats, spelling, arithmetic, filing, and recordkeeping. Sufficient human relations skills to communicate standard yet sometimes sensitive information, employ lines of inquiry, and maintain harmony in a work setting.

Minimum Qualifications (Education and/or Experience): This is the minimum experience and education/training standards that will be used to admit or reject applicants.

High School diploma or completion of GED and a minimum of one (1) year of secretarial experience or two (2) years of clerical experience.

Individuals interested in employment are asked to describe any training, education, experience, or skills relevant to this position. Resumes are optional. Letters of recommendation are encouraged. Please attach it to your application packet. All materials received will be acknowledged and treated confidentially.

Selection Procedure:

The process will begin with the competitive screening of qualified applicants. Qualified applicants will be invited to participate in an interview process. The final selection will then be made in accordance with Merit System rules. Fingerprinting and criminal record checks will be done on all prospective employees.

ADDITIONAL EMPLOYMENT INFORMATION:

Employment with the Pajaro Valley Unified School District is not complete or official until applicants meet all pre-employment requirements, including Board of Trustee approval. As part of the selection process, all new employees are required to provide the following information: new employees must be fingerprinted (paid by the District); TB test (paid by the employee); social security card; picture identification; and authorization to work (I-9).

PAY DAYS: Limited-Term employees are paid on the 10th of each month.