Administrative Secretary; Confidential

Administrative Secretary (Confidential)

We are accepting applications for Administrative Secretary (Confidential). At this time, we have 1 opening for an 8-hour, 12-month employee in the Superintendent's Office. The work hours for this position are 7:30 a.m. to 4:00 p.m., Monday through Friday.

Basic job function:
Under direction of the Superintendent or designee, to perform complex and responsible secretarial and clerical functions in the Office of the Superintendent or in the Human Resources Department; to relieve a major department head or district-wide administrator of clerical and administrative detail by coordinating, organizing, leading, and participating in the various operational aspects of the administrator's assignment; and to do other related work as required.

Examples of duties:

• Serves as a personal secretary and office management aide dealing with a variety of sensitive and privileged matters

• Supports assigned administrator in management of projects using advanced software skills and project planning techniques

• Prepares or coordinates the preparation of information and data requested for administrative review

• Compose independently a variety of accurate and appropriate documents and correspondence, often with minimal oversight and/or specific guidance

• Attends meetings and conferences as requested and takes and transcribes notes into summary form

• Interprets policies, regulations, and operational procedures to those persons contacting the administrator's office either by telephone or through personal visitation, acting to resolve issues on behalf of assigned administrator within authority level granted, and informs administrator of such actions taken

• Acts as a receptionist and office management aide to the administrator, including the answering of routine inquiries and correspondence, maintaining an action calendar, scheduling appointments, conferences and meetings, and a variety of other operational details

• Maintain and update content of the District's website pages relating to District activities

• Establishes and maintains complex manual and automated alphabetical, numerical, and subject matter files and data that may include sensitive and privileged information (e.g. preparation of documents, reports and information in direct support of management's development of collective bargaining materials)

• Utilizes modern office equipment, including assigned computer and related application software

• Assists with budget planning and expenditure control procedures for the administrator's assigned programs

• Assist in planning, organizing, coordinating and implementing the preparation of the materials and documents pertaining to the Board of Trustees and/or Personnel Commission meeting agendas

• Assists in maintenance of permanent records of Board and/or Personnel Commission meeting documents (in both electronic and paper formats)

• May coordinate and lead the staff activities of the administrator's office, including the organization, planning, layout, and development of time lines for completion of work

• May take and transcribe correspondence, memoranda, reports, and other communicative documents that include technical terminology requiring a familiarity with legal mandates, policies, regulations, and operational procedures affecting the administrator's functional responsibilities

• May assist with a variety of personnel management activities, including the preparation of time reports, certification follow-up, personnel recruitment and selection processes, and other similar functions and activities

• Performs other duties related to the class as assigned

Job requirements – qualifications:

Skill to:

• Compile data and information, and prepare comprehensive reports

• Communicate effectively in oral and written form

• Establish and maintain a complex data management, storage, and retrieval system, using assigned hardware and software

• Perform advanced use of various software including word processing, spreadsheets, databases, publishing and presentation applications

• Take and transcribe dictation or use transcription equipment to accurately and efficiently produce a variety of printed…