Secretary III - Machado Elementary School

Secretary III

The job of "Secretary III" is done for the purpose of assisting the principal of a elementary, middle or continuation school in the administration of assigned school site by performing a variety of complex and responsible secretarial and routine administrative support functions; may coordinate the work of others.

Essential Job Functions:

• Acts as secretary to assigned school site principal and other school administrators; performing a wide variety of complex and responsible clerical and secretarial duties as well as relieving the school principal of routine administrative functions.
• Independently composes correspondence on a wide range of subjects, requiring knowledge of procedures and policies of the school or department.
• Types and maintains a heavy volume of complex and confidential reports.
• Compiles reports, handbooks and special projects from a variety of sources.
• Compiles and maintain records and files.
• Researches and analyzes information for inclusion in reports.
• May take and transcribe dictation or use dictation equipment for a wide variety of subjects, including information of a confidential and sensitive nature.
• Coordinates work of other staff members to ensure that records are complete and accurate; assists in the evaluation of office staff.
• Operates a variety of office equipment, including a computer, calculator and copier.
• Acts as receptionist for assigned principal; screening visitors and phone calls.
• Maintains confidential files and appointment schedule for assigned principal; setting up and arranging meetings and other functions.
• Acts as resource person to teachers, students, parents and the general public regarding general and specific information on the policies, procedures and activities of assigned school site.
• Collects necessary information and maintains a variety of logs and records related to school enrollment and attendance records and reports.
• May function as school registrar; maintains student's permanent records and transcripts, registers and schedules students for classes, records and reports grades, prepares related reports and requests records and transcripts from other schools as needed.
• Orders materials, supplies and equipment; maintains records of purchase orders, invoices and expenses to date; and inventories and logs same upon arrival.
• Maintains and prepares records and reports related to attendance and payroll for school employees including time sheets, personnel transactions, absences, etc.
• Maintains, monitors and records expenditures; reconciles ledger printouts and posts expenditures to budget sheets.
• Assists principal with gathering/calculating budget requests and preparing reports.
• Attends faculty meetings; taking notes and preparing minutes.
• Guides and instructs other office employees in their work; oversees the work of student aides.
• Distributes materials and information to teachers, students and other staff members and ensures timely responses.
• Maintains and prepares attendance reports and payroll for permanent and temporary employees.
• Provide services to sick/injured students.

Other Job Functions:

• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.

Job Requirements - Qualifications:

Experience Required: Four (4) years prior job related experience with increasing responsibility, preferably in a school district.

Skills, Knowledge and/or Abilities Required:

• Typing/keyboarding accurately at a rate of 40 words per minute; use of shorthand and/or dictaphone; operate standard office equipment including use of basic computer applications, use English in both written and verbal form, use correct spelling, grammar and punctuation.
• Knowledge of rules and regulations related to assigned school, basic budgeting, financial and statistical record keeping, standard office equipment; methods used in preparing statistical reports; principles of supervision and training.
• Abilities to sit for prolonged periods, work independently, understand and carry out oral and written instructions, interact with persons of different age groups and cultural backgrounds.
• Significant physical abilities include reaching/handling/fingering, talking/hearing conversation, near visual acuity/visual accommodation.
• Perform a variety of complex clerical and secretarial work involving use of independent judgment and requiring accuracy and speed.

Education Required: High School diploma or equivalent, supplemented by courses in office practices and computer programs.

Licenses, Certifications, Bonding, and/or Testing Required: Criminal Justice Fingerprint Clearance, negative pre-employment drug screen test and negative TB test results. Successful completion of District Proficiency Test and Valid California Driver's License.

REQUIRED: An incomplete application will not be accepted. After you complete/update your application, you will acknowledge and sign the following statement: I certify that I have made true, correct and complete answers and statements on this application in the knowledge that they may be relied upon in considering my application, and I understand that any omission or falsely answered statement made by me on this application, or any supplement to it will be sufficient grounds for failure to employ or for my discharge should I become employed with the school district/County Office. REQUIRED ATTACHMENT FOR CSEA CURRENT EMPLOYEES-Unit members seeking a voluntary lateral transfer (the posting is the same job title you currently hold) must provide a letter of recommendation from your current supervisor. The letter must be dated within six months from the date of the posted vacancy. Resumes and supporting documents help to determine minimum qualifications and employment history. All documents should be attached to be viewed with your application. Please use the Edjoin FAQs attachments section (located at the upper right side of the screen in the help tab) as a guide when attaching documents to your application. You must have a valid email address. You will be notified for testing and interviews via the email address you provide on your application. Please check your email regularly or you may miss important communications notifying you of testing and/or interviews for this recruitment.

YOUR APPLICATION MUST SHOW THE FOLLOWING MINIMUM QUALIFICATIONS:

Experience Required: Four (4) years prior job-related experience with increasing responsibility, preferably in a school district. SEE Job Description for complete list of requirements. TYPING CERTIFICATE REQUIRED: You must attach an official dated certificate validating a typing speed of not less than 40 corrected words per minute (5 minutes and must be dated within one year) to your Edjoin application. You have the option of taking an online typing test or taking a proctored typing test at any staffing agency. The certification must include your name, date of the test, length of the timed test (must be 5 minutes), corrected words per minute and the source of the test. Applications without a current typing certificate will not be considered unless you have a typing test on file. Please feel free to contact me if you have any questions or I can provide assistance. A WORD ABOUT ONLINE TYPING TESTS: There are many online typing sources. You may have to register with some in order to receive a certificate with your name, date, length of test (must be 5 minutes) and net typing speed (must show number of errors and/or accuracy). Typing.com Freetypinggame.net DISTRICT PROFICIENCY TEST: By invitation only, date to be determined.

CURRENT CSEA EMPLOYEES are subject to the Article 13 Language Change when applying for positions posted after October 11, 2024. A unit member seeking a voluntary lateral transfer (posting is for the same job title you currently hold) must be a permanent employee for at least two years prior to the date of the posted vacancy. Unit members granted a voluntary lateral transfer shall wait one year from the date of transfer before applying for another voluntary lateral transfer (posting is for the same job title you currently hold). Unit members currently serving a probationary period (including a promotional probationary period) shall not be eligible for a voluntary lateral transfer (same job title as posting) If three or more eligible unit members apply within this posting, with the same job title as the posting, all other candidates shall be excluded from the interview process. Voluntary lateral transfers may be denied based on poor job performance as evidenced by an overall "Needs to Improve" or "Unsatisfactory" rating on the most recent performance evaluation, two or more "N"s and/or one or more "U"s on the most recent evaluation, unjustified excessive absenteeism (without an approved leave per Article 10). Leave entitlement usage shall be prorated to the date of the job posting, and/or disciplinary actions with 1 year prior to the date of the posted vacancy. NOTE: When fewer than three eligible lateral transfer (same job title as on posting) applications are submitted, interview priority will be given to current employees in the same job family of the posted vacancy. Offer of employment conditional pending pre-employment physical, fingerprints and negative drug screen, and TB test Bargaining Unit Position