Administrative Secretary II **Internal

Administrative Secretary II

Under direction of an assigned supervisor, perform skilled and complex secretarial duties for any multi-function and diverse District-wide program;
Plan, organize, coordinate, perform clerical activities and may support multiple management members. This is the mid-level position for the Administrative Secretary classifications.

Essential duties and responsibilities include the following:
Incumbents in the classification may not perform all of these tasks or may perform similar related tasks not listed here.

• Type correspondence, reports, bulletins, forms, memoranda, legal documents and other materials.
• Maintain complex records and filing systems including confidential, sensitive and financial information.
• Research, prepare, and maintain and process complex records and reports; research, compile and organize materials and information.
• Perform word processing, prepare spreadsheets and databases and other work.
• Operate a variety of modern office equipment
• Answer phones and greet visitors; provide specialized information to visitors and callers regarding District, State and County policies, procedures, rules and regulations.
• Maintain the master departmental calendar of events.
• Schedule meetings, conference and travel and prepare necessary documents.
• Receive and resolve complaints or refer to appropriate personnel.
• Understand, apply, explain and interpret the District's organizational structure, operations, policies, procedures and applicable laws.
• Create and coordinate correspondence and communications; transmitting information as requested.
• Order and maintain office supplies.
• Process mail.
• Prepare and maintain requisitions and purchase orders.
• Provide work direction and program guidance.
• Perform related duties as assigned.

Minimum qualifications:

Education and experience:

A. High School Diploma or equivalent.

B. Supplemental secretarial training and three (3) years of increasing secretarial experience that shall include two (2) years experience in an administrative office. Or any combination of education, training, and/or experience which demonstrates ability to perform the essential duties may be substituted for the required experience and/or education.

Licenses and other requirements:

• A certificate stating freedom from Tuberculosis.
• A valid California Driver’s License.
• Current DMV printout.
• Insurable by District liability insurance carrier.
• Valid First Aid Certification preferred.
• Valid CPR Certification preferred.

Knowledge of:

• Modern secretarial practices, procedures and equipment.
• Telephone etiquette.
• Business applications software involving word processing, spreadsheets and database management.
• Financial and statistical record keeping methods.
• Interpersonal skills including tact, courtesy and diplomacy.
• Basic Math Concepts.

Ability to:

• Perform complex secretarial duties
• Organize and coordinate office operations.
• Maintain complex filing systems including confidential materials.
• Type/keyboard at 60 words per minute net.
• Train and provide work direction to others.
• Establish and maintain professional working relationships with staff, parents, and community members.
• Communicate effectively both orally and in writing.
• Adhere to schedules and timelines
• Understand, apply, explain, and interpret the District's organizational structure, operations, policies and procedures.
• Operate modern office equipment and related software
• Operate and drive vehicle in support of essential duties; observe legal and defensive driving practices
• Establish and revise priorities as needed to accomplish assignments.

Physical abilities:

• Operating a computer keyboard for extended periods of time.
• Dexterity of hands and fingers to operate a computer keyboard.
• Sit and drive in a vehicle.
• Lift, move, push, or pull up to 35 pounds
• Seeing and hearing to perform essential duties
• Sitting or standing for extended periods of time

Environment:

• District office environment.
• Subject to demanding time lines and constant interruptions.
• Occasionally exposed to outside weather conditions

Hazards:

• Extended viewing of computer monitor.
• Sitting for an extended period of time.
• Subject to angry or disgruntled people