Contract (242 Day Calendar)
FTE: 1.0
Anticipated Start: December 12, 2022
Priority Screen Date: December 2, 2022

FLSA Status: Non-Exempt
This position is benefits eligible
Starting wage: $42,962 annualized (48-F)

Purpose Statement

The Administrative Secretary, High School, provides a wide variety of complex and confidential administrative and secretarial support; organizes and maintains official records, handles confidential documents, prepares correspondence, receives, and greets visitors, monitors department budget; provides coordination and oversight to department functions and procedures; ensures efficient implementation of assigned functions.

This position reports to the East High School Principal.

Minimum Qualifications

• High school diploma or equivalent
• Ability to pass a fingerprint and criminal background check
• 2 years of experience working as a Secretary or Administrative Assistant
• Proficient in Microsoft Office Suite and experienced using data-based software
• Speak, read, write, and present professionally, analyze, and interpret English written and verbal communications
• Ability to operate standard office equipment; phone, copy and fax machines etc.

Preferred Qualifications

• Experience using Business Plus and PowerSchool
• Experience performing standard bookkeeping
• Knowledge of and experience with K-12 public education programs and processes.
• Spanish or other language proficiency, including ability to read, write, speak, and understand.

Essential Functions

• Adapt to changing work priorities and work with frequent interruptions, as required.
• Administer many departmental processes (e.g., payroll, visitors, employee visits to office, directing to appropriate officials and departments, salary schedules, personnel file review, etc.)
• Assist other personnel as may be required for the purpose of ensuring an efficient and effective work environment, including a team of people who work together with minimal disruptions.
• Assists with district operations (e.g. agendas, notes, etc.) to ensure accurate completion of district guidelines and regulations
• Communicate effectively with diverse individuals and groups of people, including the school marquee, while maintaining confidentiality and building positive working relationships with employees and stakeholders.
• Compile and analyze data from a wide variety of sources (e.g. time sheets, calendars, expenditures/budget, purchase orders, purchase requisitions, VISA card purchases, subscriptions, registrations, etc.) to prepare reports, make recommendations and prepare information for assigned administrator
• Coordinate a wide variety of projects, functions and/or program components (e.g. meetings, in-service events, travel, and accommodations, etc.).
• Evaluate situations involving staff, the public, etc. and take appropriate action and/or direct to appropriate personnel for resolution
• Maintain a wide variety of manual and electronic documents, files, and records (e.g., budget data, financial records, etc.)
• Maintain inventories and orders supplies and equipment to ensure items' availability
• Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively.
• Monitor a wide variety of activities on behalf of assigned Administrator (e.g. program components, meeting arrangements, account balances, work order status, employee issues, etc.) to achieve goals and meet target dates in compliance with established guidelines and regulatory requirements
• Orient new site personnel regarding appropriate district practices to effectively assimilate new personnel into site operations
• Oversee a variety of processes (e.g., travel requisitions and reservations, meeting preparations, interview preparations, etc.)
• Participate in meetings, workshops, seminars, as assigned for the purpose of conveying and/or or gathering information required to perform functions.
• Prepare a wide variety of reports, documents, and correspondence of a confidential and non-confidential nature (e.g., letters, memorandums, meeting minutes, calendar, periodic and ad-hoc reports for district and state, association agreements, etc.)
• Present information on administrative procedures (e.g. for a variety of processes within the assigned department, etc.)
• Research a variety of topics (e.g., current practices, policies, education codes, etc.) to provide information and recommendations that address a variety of administrative requirements
• Respond to a wide variety of inquiries from internal and external parties (e.g., staff, parents, employees, applicants, the public, etc.) to provide information, facilitate communication among parties and provide direction
• Schedule a wide variety of activities (e.g., appointments, meetings, interviews, etc.) to make necessary arrangements for assigned administrator and efficient utilization of personnel, equipment, and facilities
• Speak, read, write, analyze, understand, and follow written and verbal communication in English including grammar and punctuation; listen to, and understand information and ideas presented verbally or in writing.
• Support a team environment by collaborating with own and other work units to effectively perform the duties of the position.
• Supports assigned administrative personnel (e.g. scheduling, coordinating, maintaining calendar and appointments, monitoring, reconciliation and maintaining budgets and records, screening calls, opening and reading mail, developing requisitions, monitoring standard purchase orders, etc.) for the purpose of providing assistance with their administrative functions and responsibilities
• Work under limited supervision, utilizing time-management and prioritization strategies, accurately processing detailed information and meeting deadlines.
• As needed, roll, push, pull, bend, reach, stoop, and lift to 30 pounds.
• Other duties as assigned.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally, the job requires 50% sitting, 30% walking, and 20% standing. This job is performed in a generally clean and healthy environment.