Classified: High School Administrative Secretary, Tracy High School - Job# 2996; Bilingual preferred but not required

California Department of Education • Tracy, CA

382d

About The Position

Under general direction of the site Principal, to provide secretarial and clerical services to the High School Administrative Staff and to do related work as required. This is a ten month position that includes ten extra work days each school year.

Requirements

• High school diploma or equivalent required.
• Two years of increasingly responsible clerical and secretarial experience, preferably to include at least one year of secretarial or clerical experience in a school setting.

Nice To Haves

• Knowledge of functions and types of clerical operations performed at a large public school.
• Knowledge of office methods and practices including filing systems, receptionist and telephone techniques and letter and report writing.
• Knowledge of business English, including vocabulary, correct grammatical usage, and punctuation.
• Ability to interpret school district policies and regulations and apply them with good judgment in a variety of procedural matters.
• Ability to perform difficult and responsible clerical work with speed and accuracy.
• Ability to compile and maintain accurate and complete records and reports.
• Ability to make mathematical calculations with speed and accuracy.
• Ability to type at a speed of 60 words a minute from clear copy.
• Ability to operate standard office equipment.
• Ability to understand and carry out oral and written directions.
• Ability to establish and maintain cooperative and effective relationships with students, parents and administrative officials.

Responsibilities

• Provides Secretarial, Clerical, and Administrative Support to the High School Administrative Staff and Programs.
• Serves as a clerical assistant to the Principal or his/her designee.
• Serves as back-up for receptionist and Principal's Secretary.
• Conducts effective communication with students, parents/guardians, staff and the public in person and via electronic communication devices.
• Maintains records, reports, and operates standard office machines.
• Collects and issues changes of programs, and tallies program changes.
• Takes and transcribes oral dictation, and composes correspondence from brief verbal instructions.
• Prepares agendas, sets up for meetings, takes and transcribes minutes.
• Prepares memos, reports and bulletins.
• Maintains files for the High School Administrative Staff and Programs.
• Receives and opens office mail.
• Acts as a receptionist.
• Receives visitors and responds to inquiries regarding the school via electronic communication devices.
• Compiles confidential materials under the direction of the Principal or his/her designee.
• Maintains reports, databases, calendars, and other records.
• Provides coordination for both classified and certificated staff in the preparation, dispensing and gathering of information.
• Arranges for substitutes for teachers who are to be absent due to school-related activities.
• Processes departmental purchase requests, orders and inventories all general supplies.
• Processes transportation requests for buses and school vehicles.
• Makes announcements to the student body and staff over the intercom.
• Assists students in office; prepares and issues admit slips to class.
• Checks with parents to verify absences, reports patterns of attendance problems and recurring absences.
• Reminds students to bring excuses; picks up absence slips.
• Checks out students when ill, assigns students to support room when deemed necessary by set criteria.
• Assists injured students, and completes student accident reports as necessary.
• Maintains regular and prompt attendance in the workplace.
• Performs other related duties as assigned.
• Assists counselors with registration and evening registration activities.
• Prepares registration paperwork and packets for parents and guardians.
• Assists the Career Tech with Senior Scholarship night and Career Day.

What This Job Offers

• Job Type: Full-time
• Industry: Administration of Human Resource Programs
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees