Rocklin Unified School District Last Revised: 1/25/07 SECRETARY TO THE ASSISTANT PRINCIPAL BASIC PURPOSE OF THE JOB CLASSIFICATION To provide a variety of responsible secretarial/clerical support services for the Assistant Principals and other faculty staff members at the High School; to assist with the day-to-day operations of the Assistant Principals’ Office; to compile, maintain, and update disciplinary action records and related reports; to contact students, parents, and teachers regarding disciplinary related matters; and to do related work as required. DISTINGUISHING CHARACTERISTICS Employees in this classification receive general supervision from the Assistant Principals and work within a framework of standard policies and procedures. Performance of these responsibilities requires initiative, organizational skills, accuracy, attention to details, discretion, good communication skills, and sound judgement. REPORTS TO Assistant School Principal, School Principal EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES (The following information is descriptive and is not restrictive as to duties required) • Serves as secretary for Assistant School Principals, performing a wide variety of responsible secretarial and office support assignments and relieving the school administrators of routine administrative functions not requiring his/her immediate attention. • Types a variety of materials, such as reports, interoffice communications, requisitions, forms, and letters from oral direction, handwritten copy, or clear draft. • Interviews office visitors/telephone callers, answering questions related to school courses, activities, or programs, referring persons to appropriate sources of information. • Assists parents, faculty, the general public, and students with questions, concerns, and/or problems. • Provides students, parents, teachers, support staff, and District Office personnel with mandated information related to discipline. • Maintains and updates all student records involving disciplinary actions taken by an Assistant Principal. • Completes District record keeping and notification requirements for Disciplinary Actions, Suspensions, and Expulsions. • Supervises students during in-office detentions and time outs. • Issues student parking permits and maintains car registry. • Assists with utilization of school facilities, arranging and coordinating school and community activities by maintaining a calendar of events, dates, and schedules. • Establishes and maintains a variety of computerized data collection systems and other records/filing systems, assuring confidentiality of designated files. • May maintain an appointment calendar for an Assistant Principal. • Processes forms, application, documents, records, and other paperwork in support of school functions and programs. • Arranges and schedules a variety of meetings, notifying participants, confirming dates and times, reserving meeting sites, and preparing needed materials. • Receives and resolves concerns and complaints, using knowledge of school policies, procedures, rules, and requirements. • Receives and screens ill or injured students or staff, determining the nature of illness and/or injuries and providing basic first aid treatment or referring them to a nurse, doctor, parent, or others as required by established District policies and procedures. • Orders supplies, forms, and materials, maintaining an inventory, and processing purchase requisitions as needed. TYPICAL PHYSICAL REQUIREMENTS Sits for extended periods; frequently stands and walks; ability to lift 25 pounds or carry objects weighing over 15 pounds; normal manual dexterity and eye-hand coordination; corrected hearing and vision to normal range; verbal communications; uses office equipment including computers, telephones, calculators, copiers, and FAX. TYPICAL WORKING CONDITIONS Work is normally performed in an office environment; continuos contact with staff, parents, and students. DESIRABLE QUALIFICATIONS Knowledge of : • Proper English usage, grammar, spelling, vocabulary, and punctuation. • Modern office methods, procedures, and practices, including filing systems, business correspondence, and telephone techniques. • School procedures and functions. • Financial and account record keeping, including general bookkeeping principles and procedures. Ability to: • Apply the operations, procedures, policies, requirements and legal procedures of the District/School with good judgment in a variety of situations. • Perform a variety of secretarial/clerical work with speed and accuracy. • Prioritize and schedule work. • Gather, organize, and compile data. • Prepare and maintain a variety of records and reports. • Establish and maintain filing and record keeping systems, including a computer data base. • Maintain the confidentiality and security of sensitive information and files. • Make arithmetic calculations quickly and accurately. • Learn and use a variety of computer software programs including word processing, spreadsheets, and other programs. • Operate a variety of standard office machines and equipment. • Effectively communicate both orally and in writing. • Establish and maintain cooperative working relationships. • Type at a minimum rate of 40 net words per minute (55 words per minute preferred) from clear, legible copy. Training and Experience: Any combination of training and experience which would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be: Three years of work experience in administrative and office support work. Special Requirements: Some positions may require the following: Ability to obtain a First Aid Certificate.