Senior Administrative Secretary

Job Description

Our client is seeking an Administrative Secretary for a contract opportunity. Under direction, performs a wide variety of clerical and secretarial duties in support of the assigned program or department.

• Prepares and distributes notices and agendas.
• Schedules meetings and facility arrangements including equipment needs, refreshments, set‑up and breakdown.
• Prepares, delivers, and sets up supplemental materials.
• Monitors participant attendance.
• Prepares and distributes minutes and follow‑up actions.

• Interprets, clarifies, and explains company policies and programs to students, staff, parents, and the general public.
• Communicates orally and in writing with school district personnel and outside agency personnel relating to programs, students, etc.
• Develops routine letters, memos, reports, and telephone messages.
• Serves as receptionist to office or school site, screening and greeting callers and visitors.
• Screens phone and mail for prioritization and action.

• Maintains budget records, including recordkeeping of expenditures.
• Maintains mileage logs, prints requisitions and telephone logs.
• Maintains and updates assigned list serves.
• Requests and receives, or transfers student records.
• Establishes, maintains and updates changes to records, files, and other data information including extracting data for a variety of requests or reports.
• Completes student progress reports and documents.
• Completes accident and illness reports, monitors staff time records and records staff absences.
• Develops and maintains filing systems for ease of access.

• Word processes and edits text electronically utilizing various software programs.
• Keyboards schedules, instructional materials, contracts, student and staff records, meeting agendas and minutes, transaction documents, purchase orders, mileage records, travel/conference records, newsletters and flyers including design and layout, budgets, class lists, reports, and schedules of activities.
• Under direction, updates webpage, uploading and linking information.
• Receives and transcribes forms of dictation into a variety of documents including letters, memos, telephone messages, minutes of meetings and reports.
• Takes minutes, drafts minutes.

• Develops and maintains calendars including appointments.
• Schedules and notifies of meetings, workshops, special events, IEP meetings, special procedures.
• Schedules and orders equipment as needed.
• Coordinates duplication of department forms as well as printing and supply requisitions.
• Coordinates student rosters and staff lists.
• Schedules and prepares travel and conference accommodations.
• Schedules interviews, appointments, or staff coverage, including substitutes, as needed.

• Prepares supply requisitions.
• Monitors receipt of materials and invoices.
• Processes gifts/donations.
• Receives and deposits fees.
• Processes Professional Expert Agreements (PEA), Independent Contractor agreements, billing, or invoices for district utilization of service, workshop attendance or other activities.
• Performs other duties as assigned requiring essentially the same effort, skill and responsibilities when work requirements are changed or modified.

• Fully bilingual (Spanish/English), with the ability to speak and write in Spanish.
• 3+ years of administrative experience.
• Must be able to perform each essential duty satisfactorily.
• Any combination of education, training and/or experience that demonstrates ability to perform the duties as described, including courses in office practices and procedures and experiences in relating effectively with staff and the public.

• Operate a computer and software, dictation/transcription equipment, calculator and duplicating equipment.
• Prepare and maintain accurate records and files.
• Keyboard at 60 WPM accurately from written copy or machine transcription.
• Establish and maintain cooperative working relationships with those contacted during performance of job duties.
• Plan, organize, and prioritize own work to meet deadlines and accomplish tasks within established timelines.
• Maintain orderly work environment and perform tasks in a prescribed and safe manner.
• Respond promptly to requests of internal and external clients; provide needed information, assistance, training, materials, and resources.
• Maintain and improve professional skills and knowledge.
• Be flexible and receptive to change.

• Written communication to prepare clear, concise letters, memoranda and other written documents with correct grammar, punctuation and spelling.
• Oral communication skills to communicate effectively with company personnel, administrative staffs, parents, students and the general public demonstrating tact, diplomacy and sensitivity to individual concerns.
• Reading comprehension skills to interpret policies, administrative regulations and programs and…