Position Information:

Position Title: Administrative Secretary III

Location: Special Education Department

Work Year: 12 Months 

Salary: $5,332.81 - $6,489.91 per month

Hours/Days: 8 hours per day, 5 days per week

Daily Schedule: Monday - Friday 7:30 a.m. - 4:30 p.m.(hours can change based on site needs)   

Requirements / Qualifications

ADMINISTRATIVE SECRETARY III 

JOB SUMMARY 

Positions allocated to this class do not require or receive day-to-day, but rather occasional supervision from the department director or management designee and work with a great deal of independence and initiative. This position performs a wide variety of higher level clerical, secretarial and technical duties. Assignments in this class must relate a broad knowledge of the functions of the organizational unit.  

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES 

1. Establish and maintain complex, interrelated filing systems and records;

2. Maintain an administrator's calendar;

3. Review and check documents, records, and related forms for accuracy, completeness, and conformance to applicable rules and procedures;

4. Interview callers, often with urgent or important business, in person or by telephone, and choose among alternative courses of action including routing them to other administrative or professional personnel;

5. Schedule appointments; screen incoming correspondence, refer to appropriate staff member for reply, and follows up to ensure that reply deadlines are met;

6. Give out information in person or by telephone where judgment, knowledge and interpretation of policies and procedures are necessary;

7. Answer questions that involve searching for and abstracting data and detailed explanations, and primarily refers only matters requiring policy decisions to immediate supervisor;

8. Collect and compile statistical or financial data and other information for inclusion into special reports, proposals and presentations;

9. Make travel and conference arrangements;

10. Evaluate communication priorities, keep administrator informed, and relay information accurately;

11. Assemble and prepare materials for agendas and meetings;

12. Prepare correspondence including material of a confidential and sensitive nature, statistical data, and reports as required;

13. Gather data and information and assume responsibility for replying to various requests and inquiries for information, research assigned topics and prepare required reports;

14. Take minutes at group meetings; compose and answer correspondence independently, requiring a thorough knowledge of the District's procedures and policies; gathers, writes, and edits materials for bulletins, and notices; assist supervisor in preparing and arranging committees and other meetings;

15. Prepare and type Board agenda items relative to assigned department;

16. Maintain a variety of budgets and prepare expenditure reports;

17. Serve as liaison between administrator and other District offices and staff;

18. Receive and handle heavy telephone and personal contacts from schools, staff, other agencies and general public;

19. May prepare daily and monthly records and lists of substitutes used and their assignments, and monitors substitute assignments relating to attainment of permanent status;

20. Operate a variety of office equipment including a computer, printer, scanner, calculator, copy/fax machine;

21. Maintain department personnel files;

22. Perform other related work as may be required. 

EMPLOYMENT STANDARDS 

KNOWLEDGE AND ABILITIES 

Knowledge of: 

1. The functions, organization, rules, procedures and programs of the administrative office to which assigned;

2. Modern office procedures and practices including complex filing systems, receptionist telephone techniques, web-based and software programs; 

3. Basic budgetary principles and practices;

4. Office machines and equipment including the use of a computer;

5. General public relations;

6. Correct English usage, spelling, grammar, vocabulary, and punctuation. 

Ability to: 

1. Perform secretarial and clerical work involving the use of independent judgment;

2. Maintain strict confidence concerning job related information;

3. Accurately interpret and apply District Policies, procedures and regulations;

4. Compose correspondence using own initiative;

5. Carry out assignments with minimal supervision;

6. Assemble data and prepare confidential reports;

7. Work autonomously;

8. Make independent decisions;

9. Manage multiple tasks;

10. Learn and utilize new and current technologies;

11. Organize tasks, set priorities, maintain work pace;

12. Effectively supervise staff as assigned;

13. Analyze situations accurately and adopt an effective course of action;

14. Meet the public tactfully and courteously;

15. Make arithmetic calculations with speed and accuracy;

16. Type or keyboard at a net corrected speed of 45 words per minute;

17. Understand and carry out oral and written directions;

18. Establish and maintain cooperative work relationships with those contacted during the course of work. 

EDUCATION AND EXPERIENCE 

Education:  

High School Diploma, General Education Degree (GED), or Certificate of Proficiency and possession of the knowledge and abilities listed above.

Experience:  

Three (3) years of experience performing increasingly responsible clerical and/or secretarial duties preferably including some experience with the program to which assigned OR two (2) years of experience at or equivalent to the level of Administrative Secretary I with the Hemet Unified School District.  

REQUIRED LICENSES AND/OR CERTIFICATES 

1. Possession of and maintain a valid California Driver's License during the course of employment;

2. Have an acceptable driving record;  

3. Must be insurable at standard rates by District's insurance carrier and maintain such insurability during the course of employment.  

PHYSICAL DEMANDS AND WORKING CONDITIONS 

The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out the essential functions. 

Physical Demands:  Sitting (up to continuously); stand, walk, bend, stoop, look up/down (occasionally); push, pull. twist, squat, climb stairs (infrequently); repetitive hand activities within close reach, such as keyboard, mouse, handwriting, files and phone (continuously); lift/carry office supplies up to 10 pounds (occasionally); to 30 pounds (infrequently); use vision, hearing and speaking. 

Working Conditions:  District office and grounds; Indoors office setting; Exposure to: inside/outside temperature swings, use of office equipment & supplies, proximity to alarms. 

In compliance with the Americans with Disabilities Act (ADA), the Hemet Unified School District (HUSD) will provide reasonable accommodations to qualified individuals with disabilities for the purpose of enabling the performance of the essential duties and responsibilities of the position. HUSD encourages both prospective and current employees to discuss potential accommodations with the Human Resources and/or Safety/Risk Management.

EMPLOYMENT STATUS 

Classified Bargaining Unit Position

Range 36

12 Month Work Year Calendar                                                                                         

January 2024