Secretary

Conejo Valley Unified School District•Thousand Oaks, CA

1d•Onsite

About The Position

Under general supervision, to serve as secretary to a department head or administrator relieving him/her of administrative and clerical detail; to perform difficult and responsible secretarial clerical work; to interpret departmental policies and regulations; to do related work as required. Positions allocated to the class of Secretary perform a variety of administrative tasks with a minimum of supervision in addition to the usual clerical duties required of a secretarial position. Positions in this class will normally exist only in those departments where the administrator who is the secretary's supervisor, has delegated a substantial amount of administrative detail and non-routine work to his secretary. The class of Secretary is distinguished from the next higher class of Administrative Secretary by such factors as a nature and scope of the functions of the department, the variety and complexity of the work, and the level of public contacts of the administrator. Although there is a direct relationship between the scope of the administrator's responsibility and the possible scope of the secretary's responsibility, secretarial positions are not classified solely on the basis of the level of the supervisor. Other factors affecting the scope of the secretary's responsibility are the presence or absence of other positions that tend to dilute or strengthen the secretary's responsibilities, and the degree to which clerical and administrative tasks may be delegated to the secretary due to the nature of the supervisor's function.

Requirements

Two years of secretarial experience, including public contact responsibilities
Type at a rate of 50 words per minute from clear copy
Accurately transcribe from tape dictation equipment
Operate a computer for word processing, spreadsheet creation/management and database management

Nice To Haves

Knowledge of the functions and basic clerical operations of an administrative office
Knowledge of office methods and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing
Knowledge of the elements of English usage
Knowledge of basic techniques of supervision
Ability to learn, interpret and apply administrative and departmental policies, laws and rules
Ability to understand and follow complex instructions, both oral and written
Ability to take responsibility and use good judgment in recognizing scope of authority
Ability to compose correspondence independently
Ability to plan, organize and supervise the work of others
Ability to keep difficult records and prepare reports
Ability to meet the public situations requiring tact, diplomacy and poise

Responsibilities

Screens incoming correspondence routed to superior, refers to appropriate staff member for reply, and follows up to insure that deadlines are met
Arranges correspondence for department head's/administrator's personal reply in order of priority with appropriate background material attached for reference
Independently or in accordance with general instructions, composes correspondence on a wide range of subjects requiring a thorough knowledge of the procedures and policies of the department and District
Reviews outgoing correspondence prepared by other staff members for supervisor's signature for consistency with administrative policy as well as for format, grammatical construction, and clerical error
Gathers and summarizes data
Attends meetings and conferences, summarizes notes into minutes and distributes minutes
Transcribes difficult dictation from tape dictation equipment
Screens a variety of visitors and telephone calls, and, where appropriate refers to other staff members or personally gives out authoritative information on established departmental programs and policies
Arranges meetings, prepares agenda, and makes adjustments as necessary in scheduled meeting times
Maintains confidential and administrative files
May supervise the work of clerical assistants