SECRETARY II; Bilingual​/Biliterate Spanish

THIS POSITION IS DUAL CERTIFICATION AND IS OPEN TO BOTH INTERNAL AND EXTERNAL CANDIDATES

Vacancies: 1
Hours: 8 Hours/Day (Monday - Friday 7:30AM - 4:00PM)
Months: 10.5
Eligibility Lists: One list will be created from Open Competitive and Promotional candidates

• Under direction of an assigned administrator perform a variety of responsible secretarial and technical duties in support of the administrator and program or school operation to which assigned; organize and coordinate office activities, communications and work flow; provide training and work direction to others when assigned.

Secretary II is the experienced-level class of the secretarial series. Incumbents in these positions provide secretarial and technical clerical support for district-level programs or for school operations. Perform a variety of responsible secretarial and technical clerical duties in support of a small, complex District-wide program such as special education.

• Assist the administrator in planning, organizing and coordinating activities as assigned. Coordinate communications and activities between the District office, school sites, and external agencies.
• Oversee the timely and efficient flow of information regarding program activities, students with unique problems, and circumstances and situations not covered by precedent. Prepare and maintain accurate records and required documentation related to the program or school to which assigned.
• Establish new files and ensure existing files are purged according to established policies and federal regulations.
• Ensure current information is received and maintained as required by law and policy.
• Reconcile school and District information and resolve discrepancies as needed. Prepare, revise and/or edit a variety of reports related to student activities, attendance, academic progress, test scores, proficiency ratings, health and other data.
• Ensure the accuracy and completeness of information and appropriate formatting for submittal to District, County and State offices and agencies. Respond to subpoenas and other requests for information according to applicable laws and regulations, District policies and procedures, and procedures required by law.
• Maintain records of information released and ensure compliance with established requirements. Assist visitors and callers including specialists, teachers, administrators, parents, students and others. Provide information or direct to appropriate personnel.
• Provide detailed and technical information concerning program policies and procedures according to established guidelines. Type, proofread and prepare various documents including correspondence, requisitions, forms, letters, lists, technical reports, inter-office communications and other materials. Operate a computer terminal, personal computer, printer, and peripheral equipment to enter, update, revise and process information.
• Utilize word processing, spreadsheet and other software to generate lists, reports and other items.
• Transmit data to District, State and other offices as appropriate. Schedule appointments and coordinate meetings with school and District staff, parents, students and others in accordance with student needs and established program requirements.
• Send out notices of meetings and prepare background information and agendas; take and transcribe minutes as requested. Communicate with school and District staff and administrators, County Office personnel, local specialists, staff from other school districts and others in order to coordinate program activities, make referrals, and exchange information. Assist the administrator in preparing and maintaining school and program budgets.
• Research and compile financial and statistical information. Track expenditures, compare to spending limitations, and note variance. Prepare justifications for budget requests.
• Prepare narrative and statistical reports, graphs, charts and other graphics materials for presentation to District administrators and the Board. Compose correspondence for the administrator's signature.
• Gather and summarize information, and summarize issues and problems. Assist the…