Administrative Secretary

SUMMARY DESCRIPTION

 

Under general direction, performs highly responsible and complex secretarial work requiring the frequent exercise of independent judgment in applying and interpreting established departmental policies and procedures, and in maintaining the secretarial/clerical functions and activities of a major unit, department or school office. Incumbent performs related work as required.

DISTINGUISHING CHARACTERISTICS  

The Administrative Secretary class differs from the Administrative Assistant in that the latter is typically assigned to support the principal of a high school. The duties and responsibilities require the incumbent to process information that is highly sensitive and confidential, and which requires the coordination of secretarial functions for a number of departments and programs. 

This position includes responsible secretarial duties pertaining to important documents and sensitive, confidential information of a major organizational unit or department. The position requires careful coordination of activities, a considerable amount of policy interpretation, and demanding public contact. Incumbents must be knowledgeable of all duties for which the supervisor is responsible and must be able to assist and relieve him/her of a variety of administrative and clerical details.

EXEMPLARY DUTIES/RESPONSIBILITIES  

Performs a variety of complex secretarial/clerical administrative responsibilities of the office; as school secretary, the incumbent serves as liaison between the principal and staff, students and the public; may supervise and/or make assignments to subordinate clerical staff; prepares and processes purchase orders and payroll information; maintains financial and statistical information; may register new students and transfers and input information in to computerized register; develops office policies and procedures; interprets policies, procedures, rules and regulations for the public, office staff and District employees; refers inquiries to the appropriate individual or location; screens and routes telephone calls, visitors, correspondence, reports and bulletins; reviews forms, reports, files or other documents for accuracy and completeness and resolves errors and omissions; may independently prepare replies and follow up on routine correspondence; researches and prepares reports of a diversified nature; organizes and maintains files; prepares highly important administrative documents, materials or papers; may take and transcribe complex dictation; maintains calendar and schedules appointments, meetings, and conferences; records and prepares minutes of various management meetings and conferences; relieves unit or department supervisor of routine office or technical details; maintains school budget records including setting up ledger of accounts; maintains school checking account; prepares and processes purchase orders and monitors expenditures against the budget; assist in budget preparation; receives material and verifies invoices for payment; maintains an inventory of equipment and supplies; performs minor first aid in the absence of a school nurse and/or clinical aide and may be called upon to assist students who have missed a bus or require attention; and may supervise students who have been removed from class and are detained in the office. 

EMPLOYMENT STANDARDS

Education/Experience: Any combination of education and experience that would likely provide the required knowledge and skills is qualifying. A typical way to obtain the knowledge and skills would be: 

Equivalent to a high school diploma, supplemented with coursework in secretarial science, business, accounting, or other related area; 

AND 

Four years of responsible secretarial experience, particularly in an office that required a variety of difficult, complex secretarial responsibilities.

Knowledge of: Modern office practices and procedures; filing systems; grammar, spelling, vocabulary and simple mathematical computations; letter and memorandum composition; computer operations; budgeting and bookkeeping; financial and statistical record keeping methods.

Skill at: Working with minimal supervision; working cooperatively with people; communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; developing and applying procedures and planning and organizing work effectively; reading and interpreting complex verbal and written instructions; maintaining sensitive, confidential information; applying basic grammatical rules; setting priorities; being attentive to detail; adapting to changing priorities; and working with frequent interruptions. 

Physical Demands: The work is sedentary. Typically, the employee sits comfortably to do the work. However, there may be some walking; standing; bending; carrying of light items, such as papers, books, or small parts; or driving an automobile. No special physical demands are required to perform the work. 

Work Environment :  The environment involves everyday risks or discomforts that require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, residences, or commercial vehicles, e.g., use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals. The work area is adequately lighted, heated, and ventilated. 

THIS JOB SPECIFICATION SHOULD NOT BE CONSTRUED TO IMPLY THAT THESE REQUIREMENTS ARE THE EXCLUSIVE STANDARDS OF THE POSITION. INCUMBENTS MAY BE REQUIRED TO FOLLOW ANY OTHER INSTRUCTIONS, AND TO PERFORM ANY OTHER RELATED DUTIES AS MAY BE REQUIRED BY THEIR SUPERVISOR.

---