DEFINITION: Under minimal supervision, serves as secretary to an Administrator.

DISTINGUISHING CHARACTERISTICS: Positions in the class of Administrative Secretary I serve at the District Office level. This position relieves the Administrator of routine administrative and complex clerical tasks. Individuals serving in this position are differentiated from the Administrative Secretary I (Confidential) in that they have no dealings with employee-employer relations (Negotiations).

OCCUPATIONAL GROUP 
Classified (Clerical)

EXAMPLES OF DUTIES
Duties may include, but are not limited to, the following:

1. Organizes the activities of the Administrator and/or other District staff related to functions of assigned office and coordinates with various other offices/departments.
   
   
2. Serves as secretary to the Administrator; schedules appointments; screens calls, visitors and mail; distributes mail as necessary; independently composes answers to correspondence; types from oral direction and rough drafts a variety of materials, such as letters, memoranda, reports and forms; maintains a wide variety of files including materials of confidential or sensitive nature; maintains calendar for the Administrator. (E)
   
3. Attends meetings, takes and/or transcribes dictation from notes and/or tape machine, prepares minutes of such meetings and distributes minutes to participants, as required. (E)
   
   
4. Serves as a liaison to the public on the telephone and in person by providing a wide variety of information regarding District policy; assesses and deals with office issues that may arise in daily operations. (E)
   
   
5. Assists the Administrator in the development of department and various program budgets; monitors department expenditures; maintains records and processes budget related paperwork; processes payroll time sheets. (E)
   
   
6. Directs the work of subordinate office clerical staff.
   
   
7. Coordinates and schedules various workshops and makes travel arrangements for the Administrator.
   
   
8. Prepares agenda items for Board of Education. (E)
   
9. Assesses needs and orders supplies; processes orders for equipment; maintains records and follows up with the purchasing department warehouse and business office when questions and problems arise; processes school site requests.
   
   
10. Designs, types, and edits awards, flyers, forms, handbooks and newsletters.
    
    
11. Utilizes computers in the daily performance of duties and responsibilities. (E)
    
12. Performs other related duties as assigned.
    
    (E) = Essential Functions

MINIMUM REQUIREMENTS
Knowledge of:
- Office management techniques, filing systems, telephone techniques, letter and report writing;
- Computer applications including word processing, data base, spreadsheet, desktop publishing;
- Business Math, principles of accounting, and business English including vocabulary, correct grammatical usage, punctuation, and spelling;
- Budget procedures and composition;
- California Education Code.

Ability to:
- Communicate verbally and in writing; - Analyze, explain;
- Exercise good judgment;
- Operate a keyboard and typewriter at 55 wpm;
- Learn, organize, prioritize and adapt;
- Apply rules, regulations and policies relating to department programs;
- Assess and resolve problems;
- Operate office machines;
- Establish and maintain a cooperative and effective professional relationship;
- Deal with sensitive matters appropriately;
- Take dictation using any method, at a reasonable speed ... desirable.

EDUCATION/EXPERIENCE
- At least one year School District experience highly desirable;
- Educational equivalent to the completion of the 12th grade. A combination of training and experience may be substituted for formal education;
- Four (4) years of responsible secretarial or clerical duties;
- Supplemental training or course work in the secretarial/clerical area desirable.

WORKING CONDITIONS
- A District office environment;
- Demanding time lines;
- Subject to frequent interruptions and extensive contact with the staff and public.

PHYSICAL ABILITIES
- Bending at the waist and reaching to retrieve and maintain files and records;
- Carrying, pushing, pulling or lifting light equipment and supplies;
- Climbing, occasional use of step ladders;
- Dexterity of hands and fingers to operate standard office equipment;
- Hearing and speaking to exchange information in person and on the telephone;
- Kneeling, crouching or stooping;
- Reaching overhead, above the shoulders and horizontally;
- Visual ability to read, prepare/process documents, and to monitor office activities;
- Sitting and/or standing for extended periods of time;
- Mobility.

HAZARDS
- Some contact with toxic materials;
- Extended viewing of computer monitor;
- May be exposed to contact with uncooperative or abusive individuals;
- Working around and with office equipment having moving parts.

Board Approved:
Revised:10/09/86
Revised: 07/20/95
Revised: 09/19/97
Revised: 03/01/01