Fremont Union High School District Position Description Position: Senior Clerical Assistant – District Office Range: 107 Department/Site: Human Resources/District Office Work Year: 245 Evaluated by: Director of Human Resources Months: 12 Summary Under the supervision of the Director of Human Resources, serves as receptionist, answers and directs all incoming calls on multi¬-line phone system. Receives callers and walk-ins, determines nature of business and directs callers or walk¬-ins to appropriate individual. Coordinates workflow and activities that support the Human Resources Department. Performs various responsible office, clerical and typing duties; maintains complete records and files requiring use of independent judgment and initiative and applying specialized procedures. Understands and works effectively with people of differing cultures. Essential Duties and Responsibilities Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification, but is intended to accurately reflect the principal job elements. - Serves as Human Resources receptionist, initiating and receiving telephone calls with a complex multi-line telephone system. - Takes and delivers messages and routes calls to appropriate department or staff member. Responds to a variety of inquiries, offers directions and instructions, and interprets information, referring difficult requests to an administrator. - Performs clerical tasks related to the assignment of substitute employees throughout the District. - Responsible for Board Reports and Letters related to the hiring process. - Maintains records and monitors TB status for all employees. - Responsible for maintaining fingerprint database - Makes entries into QSS database when necessary - Prepares PAFS ( Personnel Action Forms) - Acts as office manager - Performs clerical tasks related to recruitment - Coordinates meetings and interviews - Performs complex clerical work requiring familiarity with policies, procedures, terminology, applicable laws and explaining in detail as required. - Maintains and compiles various records. Organizes and maintains a moderately complex filing system. Prepares, checks, and monitors information. - Operates a variety of office equipment, such as computers, printers, copiers, document folders, shredders, and calculators. - May order and verify receipt of materials, equipment and supplies as assigned; Type purchase requisitions as required. - Performs other duties as assigned that support the overall objective of the position. Qualifications Knowledge and Skills - Requires knowledge of clerical practices, specialized office procedures, filing, record keeping, receptionist and telephone techniques and etiquette. - Requires knowledge of departmental policies, procedures, and standing instructions. - Requires knowledge of personal computer ¬based software programs. - Must be able to operate a variety of office equipment, such as computers, printers, copiers, document folders, shredders, and calculators. - Requires business mathematics skills to compute sums and compile statistics. - Requires written communication and modern record keeping skills - Requires sufficient human relations skill to convey a positive and service oriented image of the District and District Office. - Requires the ability to successfully receive and route a high volume of calls using a multi-line telephone system. - Must have the ability to communicate clearly and accurately. - Requires the ability to prepare correspondence on standard formats using personal computer aided word processing, enter data to spreadsheets and database. - Requires the ability to establish and maintain productive and cooperative working relationships with others. - Requires the ability to post and maintain accurate records. - Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Physical Abilities - Must be able to function indoors in an office environment engaged in work of primarily a sedentary nature. - Requires ambulatory ability to sit for extended periods of time, to utilize computers and peripheral equipment, accomplish other desktop work, and to move to various campus locations. - Requires the ability to use near vision to read printed materials. - Requires auditory ability to carry on conversations in person and over the phone. - Requires the ability to retrieve work materials from overhead, waist, and ground level files. - Requires manual and finger dexterity to write, use a keyboard to operate a computer and other standardized office equipment requiring some repetitive motions. Education and Experience The position requires a High School diploma or equivalent supplemented by training in typing and office procedures, and three years of clerical experience including responsibilities for accurate record keeping. Licenses and Certificates May require a driver’s license. Requires fingerprint clearance from the Department of Justice. Working Conditions Work is performed in a District Office environment subject to constant interruptions.