Admin Secretary- School Based- Adult Ed., Perm/Provisional RB#25-576

Buffalo Public Schools•Buffalo, NY

15d•Onsite

About The Position

The Administrative Secretary (Spanish Speaking) performs a wide variety of complex responsible clerical, secretarial and administrative tasks and activities while functioning as an office assistant to an administrator, program manager, technical specialist or office supervisor. The incumbent responds to requests for information and acts as an Interpreter using both the English and Spanish language. This class is distinguished by the fact that responsibility involves independently performing complex clerical operations, relieving a supervisor of administrative detail, arranging conferences and relieving supervisor of contacts which should properly be made with subordinate officials. Independent judgment is frequently necessary in giving out information regarding departmental policies and practices and in planning the routine of an office. Correspondence duties are distinguished by the fact that most letters and releases are of a routine, recurring nature, are self-composed with correspondence being reviewed only when new problems arise. Incumbents, who have ready access to records, must be discreet in divulging information, as some of it may be confidential or controversial. Work is performed under general supervision, however, incumbents are supervised by an administrator who assigns tasks, provides detailed instructions only where policies have not been determined, observes performance and only unusually important or complicated assignments are checked in detail upon completion. General supervision is exercised over a clerical staff.

Requirements

Thorough knowledge of office terminology, methods and procedures and equipment.
Good knowledge of proper grammatical usage, punctuation and spelling.
Good knowledge of the agency's procedures, formats and guidelines concerned with receipt, processing and distribution of correspondence and memoranda.
Working knowledge of the vocabulary and terms commonly used in a particular organization.
Working knowledge of the procedures used in carrying out various clerical tasks.
Ability to fluently speak the Spanish language, and translate both orally and in writing.
Ability to type at the rate of 35 words per minute.
Ability to operate data processing equipment, including personal computers, in the use of application programs and the input/retrieval of data.
Ability to plan and supervise the work of others.
Ability to understand and carry out complex oral and written directions.
Tact.
Courtesy.
Neat appearance.
Sound Judgment.
Physical condition commensurate with the demands of the position.
Promotional Continuous and permanent status in any city department as a Legal Secretary, Legal Stenographer, Principal Clerk, School Clerk, Senior Account Clerk, Senior Account Clerk-Stenographer, Senior Account Clerk-Typist, Senior Clerk, Senior Stenographer, Senior Typist for one year.
Completed a course in typing or keyboarding, which must be listed on application.
Associates Degree from an accredited college, business or technical institute in the Secretarial Science curriculum, including or supplements by a course in typing/keyboarding (course must be listed on application) and one year of full time responsible clerical experience at a supervisory level, including the operation of an alpha-numeric keyboard; OR Graduation from High School, GED or Equivalency Diploma, including or supplemented by a course in tying/keyboarding (course must be listed on application) and three years of full time responsible clerical experience at a supervisory level, including the operation of an alpha-numeric keyboard; OR An equivalent combination as defined within the limits of A and B.
Verifiable part-time experience will be pro-rated to meet the full time experience requirement.
Proof of education must be presented at time of appointment.

Responsibilities

Reproduces and types dictation from various sources of a difficult and sometimes confidential nature i.e. minutes and proceedings of meetings, hearings and conferences.
Drafts and types letters, reports and memoranda for supervisor's approval.
Types correspondence, reports, documents, records and materials from equipment with alpha-numeric keyboard, i.e., typewriters, electronic word processing equipment, CRT terminals, personal computers, data terminals and printers.
Relieves supervisor of administrative details.
Receives calls and callers, determines their needs or the reason for the visit or call and transmits factual information to them, using the English and Spanish language, both orally and in writing.
Schedules appointments and arranges conferences or meetings as requested.
Answers requests for administrative information, using the English and Spanish language as needed.
Sets-up and maintains confidential and regular correspondence.
Reads and summarizes reports to facilitate review by and conserve time of the supervisor.
Prepares office reports as directed.
Tabulates data from numerous reports.
Organizes and prepares work materials for meetings and conferences, i.e., agendas, reports, resolutions, etc.
Transcribes, from various sources, minutes and proceedings of meetings, hearings and conferences.
Assigns specific and standing tasks, reviews all typed correspondence and reports for accuracy and proper grammatical usage.
Ensures proper processing and filing of documents by observing activities and instructing subordinates in the procedures to be followed.
Translates and interprets written material into Spanish i.e. presentations, exams, etc.
Provides translation services to District personnel and other agencies as requested.
Operates a personal computer involving the use of application programs and the input and retrieval of data.
May supervise one or more employees in the typing of correspondence and reports.
Performs related duties as required.