District Office Secretary II

The Secretary II, under minimal supervision, performs intermediate secretarial and clerical duties,involving specific routines and application of established policies and procedures, and performsother related duties as assigned. The Secretary II may provide direct support to the district officeadministration, inclusive of multiple departments. Due to the busy nature of the district office, theemployee must be able to routinely work well under pressure and remain calm and tactful withstudents, parents, community members, and staff. Employee must adhere to appropriate dress andgrooming standards.

QUALIFICATIONS:
Required:

• Education equivalent to completion of 12th grade.
• Passage of district clerical test.
• Ability to effectively communicate orally and in writing.

Desirable:

• Previous experience in public school setting is preferred.
• Two (2) years of clerical/secretarial experience including word processing.
• First Aid and CPR Certification.
• Valid California Driver’s License.
• 55 WPM typing speed.

KNOWLEDGE AND ABILITY:
General Knowledge and Ability:

• Knowledge of modern office practices, procedures and techniques.
• Knowledge of and ability to use English correctly and appropriately.
• Knowledge of receptionist and telephone response techniques.
• Knowledge of basic mathematics.
• Ability to complete the tasks of a Secretary I.
• Ability to operate a variety of office machines.
• Ability to use word processing and spreadsheet software.

Specifically for this Position:

• Ability to learn and apply policies, regulations and operational procedures.
• Ability to understand and carry out oral and written directions.
• Ability to work independently and with minimum supervision.
• Ability to compile information from a variety of sources and complete on a variety of formsand databases.
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals; compute rate, ratio, and percent.
• Ability to write routine reports and correspondence. Ability to effectively presentinformation in one-on-one and small group situations to students, co-workers, parents and other employees of the organization.
• Ability to establish and maintain cooperative working relationships.
• Ability to apply common sense understanding to carry out instruction furnished in written,oral, diagram or schedule form.
• Ability to deal with problems involving a few know variable in routine situations.
• Mental acuity to perform the essential functions of this position in an accurate, neat, timelyfashion; to make good judgments and decisions, and to evaluate the results of judgments anddecisions.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Act as a receptionist, arrange appointments and meetings, answer telephone and initiateoutgoing calls, and refer messages to appropriate personnel or students as necessary.
• Receive, sort and distribute incoming and outgoing mail.
• Perform a variety of clerical tasks including word processing, typing, filing, copying,proofreading and recording of data; Compile, compose and type routine memoranda, reports or correspondence from verbal or written instructions which may deal with materials of aconfidential nature with complete security.
• Handle cash transactions and prepare routine related financial reports.
• Organize, design, and maintain a filing systems.
• Assist other staff in completing office or school related tasks.
• Cooperate and communicate with district personnel, public, students’ families, andcommunity agencies regarding a variety of basic district and school related issues and topromote positive school climate.
• Supervise office activity.
• Maintain equipment and furniture and inventory.
• Maintain student body books, financial transactions and reports and electronic databases.
• Maintain department budgets.
• Process Purchase Orders.
• May maintain reports of staff absenteeism and process payroll documents.
• Perform other related duties as assigned by Supervisor.

PHYSICAL REQUIREMENTS:
The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, stand, walk and reach with both hands and arms, talk, hear and listen. The employee is occasionally required to climb, stoop, kneel, and crouch or crawl.

The employee must occasionally lift and/or move up to 25 pounds. However, while lifting amounts above 25 pounds a partner must be used. Specific vision abilities required by this job include closevision, distance vision, color vision, peripheral vision depth perception and the ability to adjust focus.

WORKING CONDITIONS:

• Office environment.
• Constant interruptions.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations maybe made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee occasionally works near moving mechanical

parts and in outside weather conditions and is occasionally exposed to wet and/or humidconditions, fumes, or airborne particles, and risk of electrical shock. The noise level in the work environment is usually moderate.