I. Title Staff Secretary II

 

II. Definition

 

Under administrative direction, serves as secretary to a District administrator; to perform technical complex secretarial duties; to relieve the administrator of a variety of administrative details, and do related duties consistent with the job description.

 

III. Examples of Duties

 

Serves as liaison between administrator and other District and community officials; independently composes routine correspondence; receives complaints and resolves same through knowledge, judgment and interpretation of policies and regulations; prepares routine items for Board Agenda; performs a variety of special studies requiring research; sets up appointments; greets visitors and accepts phone calls and refers to appropriate staff members; sets up meetings, prepares agenda; may take and transcribe minutes; types a variety of correspondence, memoranda, reports, including that of a confidential nature; records and maintains department personnel records; arranges for substitutes; may supervise and train other clerical personnel; acts as liaison between clerical and certificated staff; recommends and/or develops improved office procedures; orders and maintains office supply room; maintain department budget, prepare itinerary, and trip reimbursement forms; maintain and enter data through the use of a computer terminal.

 

IV. Distinguishing Characteristics

 

Requires minimal supervision and a greater responsibility level than a Staff Secretary I. May supervise the work of others.

 

V. Employment Standards

 

A. Knowledge of:

• Modern office procedures, practices, and operation;
• Correct English usage, spelling, grammar, punctuation, and vocabulary;
• Business English and methods of preparing correspondence and reports;
• Working knowledge of District organization, policies and rules.

 

B. Ability to:

 

• Perform difficult and complex secretarial tasks with independence and skill;
• Analyze difficult and/or sensitive situations and adopt an effective course of action;
• Learn to use a micro-computer and word processing and data base software;
• Learn, interpret, and apply rules and policies relating to District/Department programs;
• Make mathematical calculations with speed and accuracy;
• Meet the public tactfully and courteously and to establish and maintain cooperative and effective working relationships;
• Type at a speed of not less than 55 words per minute from clear legible copy;
• Take notes and transcribe accurately.

 

C. Education/Training/Experience:

 

Completion of 12th grade or equivalent, four years of increasingly responsible secretarial experience. Additional coursework, workshops, inservice or seminars desirable. Computer and word processing desirable.

 

D. Licenses/Certificates:

 

VI. Specific Qualifications

 

Ability to take dictation at a speed of not less than 100 words per minute and transcribe it accurately may be required.

Date May 16, 1985

Range 24a

Work Year 12 Months

Position Code ST2

JBD:cf

 

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