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Administrative Secretary III, Education Services Department

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Administrative Secretary III, Education Services Department

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Classified Job Description

Title: Bilingual Administrative Secretary III

Salary Schedule Range: 40a

Starting pay rate (based on experience)

$27.95 - $30.51

Hours per day: 8

Months per year: 12

Purpose of Position: To perform highly-skilled administrative duties in support of a cabinet-level administrator, department manager, program manager, or high school principal (school of 1,000 students or more).

Reports To: Cabinet-level administrator, department manager, program manager or high school principal.

Location: Education Services department

Essential Functions

Plan, coordinate and organize routine office activities.

Compose letters, bulletins, and notices to school staff, District staff or parents and guardians.

Research, compose, or compile information of a confidential or sensitive nature.

Create or maintain a variety of documents including time sheets, personnel records, rosters, budgets, and calendars.

Create agenda items for Board of Education meetings or other meetings as directed.

Compile information and analyze statistical data for Federal, State, or District reports as required.

Furnish information on District policies and procedures to school staff, students or parents and guardians.

Operate a computer to input, retrieve or verify a variety of data; operate contemporary office equipment.

Assemble data for budget development, monitor account balances and record expenditures.

Receive and maintain custody of legal documents, hearing notices, judgments and depositions.

Schedule meetings, trainings, conferences and appointments as directed.

Screen callers and visitors; insure visitors follow security procedures.

Requisition supplies, materials and services.

Enter work orders for maintenance department services as needed.

Maintain punctual and consistent attendance.

Other Functions

Perform related duties as assigned.

Direct and monitor the work of clerical support staff, student helpers or volunteers; train staff as required.

Working Conditions & Physical Demands

Inside work with no exposure to weather conditions.

Hearing and speaking to exchange information in person or on the telephone; seeing to read a variety of documents; dexterity of hands and fingers to operate office equipment; sitting for extended periods of time, bending or stooping; reaching overhead to file or retrieve materials.

Knowledge, Skills And Abilities

Knowledge of contemporary office practices and procedures, preferably in a public employment environment.

Knowledge of enterprise financial systems such as Escape, Tyler-MUNIS, QSS, etc., as well as proprietary or mass market software applications such as MS Office and Google Suite.

Knowledge of record keeping, filing, electronic document filing and retrieval.

Knowledge of word processing, spreadsheets, presentations and databases.

Ability to exercise independent initiative and employ sound judgment.

Ability to operate a computer and a variety of contemporary office equipment.

Ability to develop and maintain productive and collaborative working relationships with school site staff, parents or guardians and District staff.

Ability to use proper telephone and e-mail etiquette.

Ability to use correct English usage, grammar, spelling, punctuation and business vocabulary.

Ability to process a high-volume of work with accuracy.

Ability to understand and follow verbal and written directions.

Ability to meet schedules and timelines.

Education, Training And Experience

Any combination equivalent to graduation from high school and four (4) years of experience in an office environment, preferably in the public sector.

Additional Requirements

Position in Education Services Department must be bilingual in Spanish

Classified Job Description

Title: Bilingual Administrative Secretary III

Salary Schedule Range: 40a

Starting pay rate (based on experience)

$27.95 - $30.51

Hours per day: 8

Months per year: 12

Purpose of Position: To perform highly-skilled administrative duties in support of a cabinet-level administrator, department manager, program manager, or high school principal (school of 1,000 students or more).

Reports To: Cabinet-level administrator, department manager, program manager or high school principal.

Employment Status: Full-time (FLSA Non-exempt)

Location: Education Services department

Essential Functions

Plan, coordinate and organize routine office activities.

Compose letters, bulletins, and notices to school staff, District staff or parents and guardians.

Research, compose, or compile information of a confidential or sensitive nature.

Create or maintain a variety of documents including time sheets, personnel records, rosters, budgets, and calendars.

Create agenda items for Board of Education meetings or other meetings as directed.

Compile information and analyze statistical data for Federal, State, or District reports as required.

Furnish information on District policies and procedures to school staff, students or parents and guardians.

Operate a computer to input, retrieve or verify a variety of data; operate contemporary office equipment.

Assemble data for budget development, monitor account balances and record expenditures.

Receive and maintain custody of legal documents, hearing notices, judgments and depositions.

Schedule meetings, trainings, conferences and appointments as directed.

Screen callers and visitors; insure visitors follow security procedures.

Requisition supplies, materials and services.

Enter work orders for maintenance department services as needed.

Maintain punctual and consistent attendance.

Other Functions

Perform related duties as assigned.

Direct and monitor the work of clerical support staff, student helpers or volunteers; train staff as required.

Working Conditions & Physical Demands

Inside work with no exposure to weather conditions.

Hearing and speaking to exchange information in person or on the telephone; seeing to read a variety of documents; dexterity of hands and fingers to operate office equipment; sitting for extended periods of time, bending or stooping; reaching overhead to file or retrieve materials.

Knowledge, Skills And Abilities

Knowledge of contemporary office practices and procedures, preferably in a public employment environment.

Knowledge of enterprise financial systems such as Escape, Tyler-MUNIS, QSS, etc., as well as proprietary or mass market software applications such as MS Office and Google Suite.

Knowledge of record keeping, filing, electronic document filing and retrieval.

Knowledge of word processing, spreadsheets, presentations and databases.

Ability to exercise independent initiative and employ sound judgment.

Ability to operate a computer and a variety of contemporary office equipment.

Ability to develop and maintain productive and collaborative working relationships with school site staff, parents or guardians and District staff.

Ability to use proper telephone and e-mail etiquette.

Ability to use correct English usage, grammar, spelling, punctuation and business vocabulary.

Ability to process a high-volume of work with accuracy.

Ability to understand and follow verbal and written directions.

Ability to meet schedules and timelines.

Education, Training And Experience

Any combination equivalent to graduation from high school and four (4) years of experience in an office environment, preferably in the public sector.

Additional Requirements

Position in Education Services Department must be bilingual in Spanish

Successful passage of written or performance assessment.

• This position is eligible for Language Services premium pay

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Education Administration Programs

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