Administrative Secretary-long term substitute - Redding, United States - California Department of Education

Description

ADMINISTRATIVE SECRETARY Under general supervision, to perform a wide variety of responsible secretarial and coordinating duties for a school principal; to relieve the principal of office and administrative detail; to receive and handle a constant flow of contacts from pupils, teachers and the public; and to do related work as required.

DISTINGUISHING CHARACTERISTICS Positions assigned to this class are located in a school setting and are characterized by the relatively small amount of supervision received, since many of the duties must be performed while the principal is absent from the office.

Incumbents are required to make decisions, which require a high degree of sound judgment and discretion, as many have impact upon the credibility of the District with the public.

The Administrative Secretary interacts with a variety of individuals and must have the ability to be flexible, productive and organized despite frequent interruptions.

Although some of the duties listed below may be delegated to other clerical workers, the Administrative Secretary has the supervisory responsibility for insuring the efficient operation of the office.

Receives visitors, answers the telephone and gives out information; Interprets rules and regulations to students, teachers and parents, and attempts to resolve the problems which may arise; Maintains a calendar for community use of school facilities (gyms, fields, auditoriums); Composes correspondence; Types a variety of materials, such as letters, memorandums, bulletins, requisitions, claims, stencils, reports and statistical data from rough drafts or from oral instructions; Duplicates bulletins, schedules, tests, and other materials; Maintains faculty attendance records; Enrolls and transfers students and updates certain information on student cumulative records; Routes mail; Maintains files; Prepares time reports; Collects and accounts for money; Requisitions, receives, stores and distributes supplies; Maintains material and equipment inventories; Assists with the preparation of class materials; Administers elementary first aid and notifies parents of illness or injury when necessary; Admits returning students to classes; Orients substitute teachers and aides; Coordinates communications from the Principal's office to all school offices, staff and personnel; Supervises and trains other clerical staff members and student workers; Must be able to take notes and/or shorthand for various types of meetings.

QUALIFICATIONS GUIDE TRAINING AND EXPERIENCE Equivalent to completion of the twelfth grade, supplemented by courses in office procedures and practices; Three years of increasingly responsible secretarial experience, including some experience involving heavy public contact.

KNOWLEDGE OF Office organization, practices and procedures; Correct English usage, grammar, spelling, punctuation and composition; Receptionist and public contact procedures; Methods used in compiling and preparing a variety of reports; Record keeping, filing and proofing; Principles and practices of supervision; General purposes of public education.

ABILITY TO Communicate effectively and courteously with teachers, parents and students; Read and interpret school policies and technical materials; Make arithmetic calculations; Maintain files and statistical reports accurately; Work independently under pressure, with frequent interruptions; Operate a variety of office machines; Present a mature and pleasing personality to the public; Understand and carry out oral and written instructions; Maintain cooperative relationships with a wide variety of people and represent the school creditably; Type at a net corrected speed of 50 words per minute; Take notes and/or shorthand.