Student and Family Support Office Secretary

Job Title

Job Description

Qualifications:

This position requires the knowledge of proper office methods, techniques, and procedures, including report writing and proper telephone techniques, proper English usage, grammar, punctuation, and spelling, word processing techniques and computer software applications, local and state standards, requirements, laws, codes, rules, regulations, policies, and procedures related to Medi-Cal and Local Educational Agency programs; specific practices and procedures of Medi-Cal and SMAA related billing and coding.

District policies, rules, laws and regulations. Preparation and format of statements, reports, reconciliations, summaries, etc. Correct English usage, grammar, spelling, punctuation, and vocabulary. Modern office practices and equipment, including filing systems, receptionist, and telephone techniques, and office equipment. Business correspondence, record keeping, filing methods, letter and report preparation, proofreading, and composition. Must possess the ability to understand and follow both oral and written instructions in an independent manner.

Read and write at a sufficient level for successful performance of required duties. Maintain routine records and prepare reports. Plan and organize activities needed according to stated policies and objectives. Persuade and motivate individuals and groups. Perform a variety of technical duties involved in inputting, processing, updating, and analyzing data; assist in administering complex, real-time database systems; learn, interpret, apply, and explain applicable laws, guidelines, codes, rules, and regulations;

extract and compare data from multiple sources by developing queries requiring logic; assemble, organize, and prepare data for records and reports; learn, evaluate, and implement new processes and procedures as guidelines change. Establish and maintain effective relationships with those contacted in the performance of required duties. Learn the operations, procedures, policies, and requirements of assigned programs, departments, or operational unit and apply them with good judgment in a variety of procedural situations.

Take non-verbatim notes/minutes, transcribe dictation with speed and accuracy. Perform mathematical calculations accurately. Establish and maintain efficient record-keeping/filing systems and prepare routine reports. Coordinate activities and details and maintain effective schedules of events. Analyze situations and take appropriate action regarding routine procedural matters without immediate supervision. Type/word process at 50 net words per minute. Operate various standard office machines and equipment, including calculators, copiers, computer terminals, etc.

Effectively and tactfully communicate in both oral and written forms. Establish and maintain effective work relationships with those contacted in the performance of required functions. Coordinate workflow among clerical staff/student assistants assigned to program, office, or operational unit.

Essential Functions:

Utilize assigned computer systems and software to generate various documents, records, lists, and reports related to student, personnel, and provider data and information; initiates queries, compiles information, and manipulates data from multiple sources; verifies the accuracy of data input and output. Assists with notification to the staff of each claiming period and/or reporting period; follow-up on any missing claims or other information with relevant staff.

Performs a variety of clerical work related to district school health programs. Maintains records and files; compiles miscellaneous school health statistical reports. Provides information and assistance to staff and public requiring knowledge of school health program policies, regulations, and guidelines. Maintains records and files; compiles miscellaneous school health statistical reports. Checks, prepares, mails, distributes, and posts orders, requisitions, and other materials;

assists in maintaining school health program budget accounts. Answers inquiries and provides information to staff and the public about school health programs; answers the telephone, makes appointments, and relays messages. Coordinates activities between the department and the district offices as necessary; coordinates department staff schedules as needed. Maintains computerized files, including input, output, and preparation of school health program reports and records.

Maintains accurate absence records and reports for program staff; prepares time sheets and timecards as required. Coordinates and manages referrals to safety health net services and various community health services. Assists department and district staff in the area of school health programs, billing, and monitoring systems. Performs and/or oversees a wide variety of clerical, secretarial, and operational support activities. Types/word processes, checks, verifies, compiles, and records a variety of data/information related to…