ESS Substitute Administrative Secretary

Substitute Administrative Secretary

Under the direction of an assigned District-level administrator, the ESS Substitute Administrative Secretary communicates with other departments, offices and community members to coordinate the activities of the assigned office; performs various duties related to purchasing, budgeting, payroll and personnel; compiles data and prepares specialized and comprehensive reports; coordinates projects, systems and activities alleviating administrator of routine; performs highly complex clerical work which involves interpreting administrative regulations, policies and procedures; incumbents in this classification may work with highly confidential information.

Education:

Graduation from high school or equivalency is required. An associate or bachelor's degree from an accredited college or university is desirable. Any other combination of experience, training, and/or education that could likely provide the desired knowledge, skills, and abilities may be considered.

Experience:

Clerical and secretarial experience is required, preferably including experience at a school district.

Qualification Requirements:

• Tuberculosis (TB) Test
• Department of Justice Background Check

Education Requirements:

• High school diploma or equivalent
• 48 college credits or an associate

Essential Duties And Responsibilities:

• Greets visitors, applicants and district staff and responds to requests for information or questions as needed.
• Maintains confidential records related to employees, students, police reports, investigations and sensitive items.
• Research District policies, regulations, procedures and California Education Code provisions for pertinent information.
• Schedule meetings, conferences and appointments assigned, maintains calendar and arranges for meeting facilities.
• Prepares and processes correspondence, statistical data, reports, agenda items, reference materials, legal documents, contracts, invoices, and requisitions.
• Communicate with schools, departments and community members to disseminate and retrieve information.
• Completes and responds to surveys and questionnaires.
• Attend meetings, take notes and prepare minutes when requested.
• Coordinates conference and training attendance for staff or Board members.
• Perform other duties as assigned.

Employment Standards:

The requirements listed below are representative of the knowledge, skills, and abilities required to satisfactorily perform the essential duties and responsibilities.

Skill In:

Keyboarding skills are required. Operating a variety of office equipment including typewriters, copiers, calculators, facsimile machines and computers to enter data, maintain records and generate reports and correspondence.

Knowledge Of:

• Computer data entry techniques and spreadsheet development
• Basic budgeting practices regarding monitoring and control
• Correct English usage, grammar, spelling, punctuation and vocabulary
• Good public relations
• District organization, operations and objectives
• Modern office practices, procedures and equipment
• Principles and practices of assigning, training and work monitoring

Ability To:

• Compose correspondence from notes, verbal direction or audio recording equipment
• Understand and follow oral and written instructions
• Read, interpret, apply and explain rules, regulations, policies and procedures
• Plan and organize work for self and others to meet schedules and timelines
• Analyze situations accurately and exercise good judgment
• Write clearly and concisely using good grammar, spelling and punctuation
• Communicate effectively both orally and in writing
• Establish and maintain cooperative and effective working relationships
• Train and provide work directions to others
• Work independently with little direction

Privacy Information:

When you apply for a position with ESS, we collect personal information such as:

• Contact details (name, email, phone, address)
• Application materials (resume, work history, education, references)
• Information you choose to provide during the hiring process (interviews, assessments, background checks, as permitted by law)

We use this information to:

• Evaluate your candidacy and qualifications
• Conduct interviews and background checks
• Manage our recruitment and hiring processes
• Comply with applicable legal obligations

We do not sell or share applicant personal information. We retain it as long as necessary for recruitment, compliance, and potential future opportunities.

You may have rights under U.S. state privacy laws, including to request access, correction, deletion, or limitation of your personal information.

For details about our practices and your rights, please review our full Privacy Notices below.