Administrative Secretary III - 0.5333 FTE

Redwood City School District•Redwood City, CA

About The Position

Under the direction of a District-level Director of several large and diversified programs, perform complex and responsible secretarial and administrative duties to assist the administrator with administrative matters involving the operation of a Division; utilize extensive knowledge of Division functions, policies and procedures, District organization, operations, policies and objectives and other guidelines, codes and laws.

Requirements

KNOWLEDGE OF: Organization, policies and rules of assigned Division. Modern office practices, procedures and equipment. Record-keeping and report writing techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary. District organization, operations, policies and objectives.
Oral and written communication skills.
Applicable sections of State Education Code and other applicable laws. Interpersonal skills using tact, patience and courtesy.
Telephone techniques and etiquette.
Operation of a computer terminal and a variety of other office equipment including calculators, copiers and dictation equipment.
Basic research methods.
ABILITY TO: Make decisions in accordance with laws and regulations and apply them to problem situations.
Train and provide work direction to others.
Perform secretarial and administrative assistance duties.
Learn, interpret, apply and explain rules, regulations, policies and procedures. Understand and follow oral and written directions.
Type at 60 words net per minute from clear copy. Work independently with little direction.
Establish and maintain cooperative and effective working relationships with others. Meet schedules and time lines.
Prepare reports by gathering and organizing data from a variety of sources. Work confidentially with discretion.
Analyze situations accurately and adopt an effective course of action. Communicate effectively both orally and in writing.
Work efficiently with many interruptions.
Operate a variety of office equipment including computer terminals, calculators, copiers, word processors and dictation equipment.
Make arrangements for meetings and conferences. Maintain a variety of files, records and logs.
Plan and organize work.
Any combination equivalent to: graduation from high school supplemented by college level course work in business administration, communications or related field and four years of responsible secretarial experience.

Responsibilities

Perform complex and responsible secretarial and administrative duties to assist the administrator with administrative matters involving the operation of a Division.
Coordinate communication and activities with other District departments and personnel, students, parents, educational institutions, vendors, other outside organizations and the public; provide information and resolve issues.
Respond to requests for information from students, District personnel and the general public regarding Division functions, programs, personnel, policies, procedures and regulations; gather data and information and assume responsibility for replying to various requests, inquiries and questionnaires.
Compile information and data for reports and prepare statistical and narrative reports; conduct research as required; compose correspondence independently; determine appropriate format and presentation; develop and revise forms.
Maintain confidentiality of records and information, including information regarding Board, District, personnel, student or controversial matters.
Prepare and type a wide variety of materials such as correspondence, reports, forms, applications, memoranda and other documents; take and transcribe dictation, including material of a confidential nature; assemble and prepare material for agenda items; assemble a variety of budget information.
Maintain a variety of complex files and records often involving materials of a confidential nature; input and retrieve computerized data as required.
Schedule meetings, conferences and appointments for assigned administrators; arrange travel accommodations as necessary.
Provide work direction for secretarial and clerical staff; train and provide assistance on complex and difficult work assignments for clerical staff; prioritize work assignments in accordance with schedules and time lines.
Review and check documents for accuracy, completeness and conformance to applicable guidelines, rules and regulations.
Serve as secretary to various committees as assigned; attend Board of Education meetings as required.
Open, review and distribute mail identifying and referring matters to assigned administrator in order of priority; operate a variety of office equipment including a computer terminal; order and maintain inventory of office supplies and equipment.
Perform related duties as assigned.