Secretary- Non-bilingual & Bilingual (Spanish)

JOB Salary range: 210Refer to salary scheduleUnder the direction of the principal or assigned administrator, performs secretarial and administrative support duties, including but not limited to reception, transcription of documents in established formats, administrative support to projects and programs, maintenance of document filing and retrieval systems, private student records, and basic record keeping. Provides support to an Assistant Principal or District management position that is concerned with business, academic, counseling, student activities, and/or a variety of services for a cluster/team of administrators/managers.The Secretary is part of a career path for administrative support at a school or central office site. The Secretary performs secretarial duties requiring procedural knowledge of school site operations, secretarial skill, and the ability to work with student services and records. Secretaries may be assigned to District offices and school sites. Advancement to Secretary typically requires competency in areas such as, but not limited to, attendance, student records, related policies and procedures, in-depth knowledge of office practices and equipment, and the ability to support an Assistant Principal or equivalent leadership position. Advancement to Administrative Assistant or School Office Manager is based on need, compliance with the qualifications of the position, and the ability to lead a team of site-based support staff. EXAMPLE OF DUTIES Essential Duties and ResponsibilitiesSpecific duties may vary among departments and jobs. Incumbents are capable of, and typically perform a substantial portion or all of the following kinds of duties: Performs secretarial and administrative support that involves applying a working understanding of the functions, procedures, and policies of a department and/or school site, with a basic understanding of functions and procedures of other organization units. Provides administrative support to services and special processes such as, but not limited to curriculum, student services, business services, and committees. Provides administrative support to special projects. Conducts research of libraries, business transactions, official proceedings, employee and student records, statistics, and trends, etc., to compile reports for administration or to outside agencies. Coordinates and schedules meetings as directed. Prepares schedules and informs participants, confirming dates and times. Prepares recollections, revisions, and final documents to support proceedings. Establishes and maintains filing systems on a variety of subject matters. Compiles information from various sources to produce or assist with internal and external reports. Prepares and types a variety of forms. Accesses and enters information to student and administrative databases. May maintain specialized databases relevant to area of assignment. Responds to inquiries and conveys information about programs and services provided by the organizational unit and district. Interprets and conveys policies and procedures, referring difficult or sensitive matters to the appropriate administrator. Organizes work by setting up business and academic calendars and cycles, then establishing and sequencing deadlines and/or time lines for projects, activities, and required submissions and reports. Coordinates and performs the administrative aspects of projects and events, integrating them with ongoing work routines. Receives walk-in guests and telephone inquiries from students, parents, community members, teachers and administrators. Initiates and receives telephone calls, provides information and resolves routine matters, and routes calls as necessary. Conveys information to visitors and/or other interested parties, and provides routine external liaison in one or more of a range of contexts. Provides information and assistance to school personnel or the public in a variety of matters requiring a detailed knowledge of rules, procedures, policies, precedents discipline and activities. Maintains appointment waiting areas. Retrieves files and other materials so that administrators may prepare for appointments. Prepares, assembles, maintains and updates calendars, schedules, lists, manuals, directories, and handbooks for distribution and use by others. Prepares informational packets for others to use in presentations and meetings. Prepares and types letters, memoranda, forms, reports, bulletins, handbooks, questionnaires, requisitions and documents with minimum direction. Reviews forms and materials for completeness, accuracy and conformance with established requirements. May maintain and monitor program or department budgets, including data entry and reconciliation procedures. Prepares and processes purchase orders, invoices, expense forms, claims, and payroll timesheets, verifying available funds and coding to proper budget category. Responds to requests for information