Administrative Secretary (Confidential)

Administrative Secretary (Confidential)

We are accepting applications for Administrative Secretary (Confidential). At this time, we have 1 opening for an 8-hour, 12-month employee in the Superintendent's Office. The work hours for this position are 7:30 a.m. to 4:00 p.m., Monday through Friday.

Basic job function: Under direction of the Superintendent or designee, to perform complex and responsible secretarial and clerical functions in the Office of the Superintendent or in the Human Resources Department; to relieve a major department head or district-wide administrator of clerical and administrative detail by coordinating, organizing, leading, and participating in the various operational aspects of the administrator's assignment; and to do other related work as required.

Examples of duties:

Essential job functions:

Serves as a personal secretary and office management aide dealing with a variety of sensitive and privileged matters

Supports assigned administrator in management of projects using advanced software skills and project planning techniques

Prepares or coordinates the preparation of information and data requested for administrative review

Compose independently a variety of accurate and appropriate documents and correspondence, often with minimal oversight and/or specific guidance

Attends meetings and conferences as requested and takes and transcribes notes into summary form

Interprets policies, regulations, and operational procedures to those persons contacting the administrator's office either by telephone or through personal visitation, acting to resolve issues on behalf of assigned administrator within authority level granted, and informs administrator of such actions taken

Acts as a receptionist and office management aide to the administrator, including the answering of routine inquiries and correspondence, maintaining an action calendar, scheduling appointments, conferences and meetings, and a variety of other operational details

Maintain and update content of the District's website pages relating to District activities

Establishes and maintains complex manual and automated alphabetical, numerical, and subject matter files and data that may include sensitive and privileged information (e.g. preparation of documents, reports and information in direct support of management's development of collective bargaining materials)

Utilizes modern office equipment, including assigned computer and related application software

Assists with budget planning and expenditure control procedures for the administrator's assigned programs

Assist in planning, organizing, coordinating and implementing the preparation of the materials and documents pertaining to the Board of Trustees and/or Personnel Commission meeting agendas

Assists in maintenance of permanent records of Board and/or Personnel Commission meeting documents (in both electronic and paper formats)

May coordinate and lead the staff activities of the administrator's office, including the organization, planning, layout, and development of time lines for completion of work

May take and transcribe correspondence, memoranda, reports, and other communicative documents that include technical terminology requiring a familiarity with legal mandates, policies, regulations, and operational procedures affecting the administrator's functional responsibilities

May assist with a variety of personnel management activities, including the preparation of time reports, certification follow-up, personnel recruitment and selection processes, and other similar functions and activities

Performs other duties related to the class as assigned

Job requirements qualifications:

Skill to:

Compile data and information, and prepare comprehensive reports

Communicate effectively in oral and written form

Establish and maintain a complex data management, storage, and retrieval system, using assigned hardware and software

Perform advanced use of various software including word processing, spreadsheets, databases, publishing and presentation applications

Take and transcribe dictation or use transcription equipment to accurately and efficiently produce a variety of printed informational material and data

Understand and carry out oral and written directions

Establish and maintain cooperative relationships and maintain a calm and tactful manner

Knowledge of:

Procedures, methods, strategies, and techniques pertaining to the operation of a chief cabinet level administrator's office

Modern office practices, trends, and procedures, standard office equipment and modern data management, storage, and retrieval systems

Legal mandates, policies, regulations, and procedures, which govern the administrator's operational processes

English usage, spelling, grammar, and manuscript and report formatting

Effective and efficient communication techniques, strategies, and procedures

Bargaining contract provisions, personnel rules and regulations, Board and Personnel Commission policies and procedures, Brown Act provisions pertaining to public meetings agendas and minutes

Ability to:

Coordinate, organize and monitor the clerical and administrative functions of the administrator's office

Effectively and efficiently perform highly responsible clerical, secretarial, and administrative aid functions and activities

Establish and maintain effective working relationships with District staff in other departments, District Board members and Personnel Commissioners, elected and appointed officials of other agencies, the public, bargaining unit representatives, etc.

Maintain confidences, be discreet and safeguard and maintain the security of confidential documents and information

Meet project timelines and deadlines

Manage multiple projects with conflicting goals and timelines

Build relationships across multiple departments, District and school site personnel to promote a positive image and strengthen collaboration with the administrator's business partners

Research and compile information from a variety of sources

Use good judgment, tact and patience during interactions with customers (employees, parents, the public), including difficult, angry or upset individuals

Plan details of, and arrange in advance for all needed materials, in preparation for a variety of meetings and events, frequently those of a high-profile nature

Keyboard at an acceptable rate of speed

Typical qualifications:

Experience and education requirement:

Experience: Four (4) years of highly responsible secretarial experience, preferably in an educational organization.

Education: Equivalent to the completion of High School, supplemented by coursework or training in office management, advanced secretarial skill areas, public relations, or related areas.

Supplemental information:

Physical demands:

Persons performing service in this position classification will be expected to perform light work, which involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds. Even though the weight lifted may be very little, a job is in this category when it requires a good deal of walking or standing, or when it involves sitting most of the time with some pushing and pulling of arm or leg controls. To be considered capable of performing a full or wide range of light work, Incumbents must have the ability to do substantially all of these activities. If someone can do light work, it is deemed that he or she can also do sedentary work, unless there are additional limiting factors such as loss of fine dexterity or inability to sit for long periods of time. (Per the Code of Federal Regulations Section 404.1567 "Physical Exertion Requirements" Reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job.)

Application and selection process:

An employment application and job description can be obtained either ONLINE at or at the District Office. If you need assistance, please call Daniel Palma, Human Resources Specialist at View phone number on click.appcast.io.

Permanent employees, who work in this classification and are interested in one of the current openings, may submit a Request to Transfer Form with the Division of Human Resources. Human Resources must receive the transfer request prior to the application deadline.

When completing the work experience information on the application, please refer to the job requirements and qualifications, listed on the job description (a complete job description can be found on the website: or at the District Office.). Describe in detail the job duties and responsibilities from ALL RELEVANT WORK EXPERIENCE which will QUALIFY you for this position.

Qualified applicants, who meet the minimum qualifications, will participate in a written examination and technical oral interview, which will demonstrate the required knowledge and skill for this classification. The weight percentage of the examination and interview will be 50/50. Those applicants who receive a passing score on the written exam and oral interview will be placed on an Eligibility List. The top three ranks of candidates on the Eligibility List, who are ready, willing and able to accept the position, will be invited to the Final Selection Interview with the hiring authority.

The eligibility list will be certified for a period of six months. It will