Administrative Secretary - CARES Expanded Learning

Administrative Secretary I

The job of Administrative Secretary I is done for the purpose of performing complex, confidential clerical support to assigned departments/programs and their administrators; performing support activities that require independent judgment in accordance with established procedures; compiling and maintaining data and materials needed to perform their job functions, creating a variety of documents and materials, and generally supporting the day-to-day functioning of the department/program and assigned administrator(s) as assigned.

Supervision

Reports to:

Chief, Director, or Designee

Work Length: 8 hours daily (M-F)

Days Worked: 260 Calendar days

Essential Functions

• Arranges a variety of meetings (e.g. appointments, trainings, events, etc.) for the purpose of communicating information to required parties, scheduling meeting spaces, and assisting in the accomplishment of meeting goals.

• Assists with monitoring of department/program projects and initiatives as assigned for the purpose of assisting in the efficient and effective progress and keeping assigned administrator(s) abreast of issues and concerns.

• Compiles data from a wide variety of sometimes complex and diverse sources for the purpose of providing information related to department/program goals and initiatives in an accurate and timely manner.

• Compiles time and attendance related data as assigned for the purpose of ensuring that accurate and timely information is provided to the appropriate parties.

• Maintains a wide variety of complex manual and electronic documents files and records for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.

• Monitors department/program budgets as assigned (e.g. preparation, allocation, record keeping, monitoring, and control, etc.) for the purpose of ensuring compliance with all relevant regulations is maintained, providing support in the achievement of district and department goals.

• Participates in a variety of meetings, workshops, and/or trainings as assigned for the purpose of providing information, recording minutes, coordinating materials distribution, and/or supporting the needs of attendees.

• Performs a wide variety of clerical and/or office-related functions as needed and/or assigned (e.g., greeting visitors, answering phones, screening and routing mail and deliveries, etc.) for the purpose of assisting in the resolution of issues, and in the completion of general office duties for the department/program.

• Prepares a wide variety of complex and often confidential materials as assigned (e.g., correspondence, agendas, minutes, websites, bulletins, reports, dockets, etc.) for the purpose of communicating information and/or creating documentation as directed by assigned administrator(s).

• Processes a variety of assigned department and/or program components (e.g., Cal Cards, department/program procedures and policies, contracts, invoices, etc.) for the purpose of ensuring these components are maintained and providing relevant information to assigned administrator(s).

• Provides support and guidance to other department/program staff as needed for the purpose of ensuring tasks are completed in an accurate and timely manner.

• Responds to questions from a wide variety of individuals and groups for the purpose of providing information in a timely manner while maintaining confidentiality and complying with district guidelines.

• Schedules meetings and travel-related arrangements for the purpose of ensuring that arrangements are made in an efficient and cost-effective manner and communicated clearly to affected individuals.

Other Functions

• Performs other related duties as assigned for the purpose of assisting in the successful completion of department/program activities in an efficient and effective manner.

Job Requirements:

Minimum Qualifications

Knowledge, Skills, and Abilities

Knowledge is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information…