Work Hours: 8.0 hours per day, 5 days per week; Monday - Friday 7:30 am to 4:30 pm (Please note: Work hours are subject to change based on site/department needs)

Requirements / Qualifications

ADMINISTRATIVE SECRETARY II

JOB SUMMARY

Under general supervision of department management designee, positions in this class perform clerical duties requiring a greater working knowledge of the technical or administrative subject matter and functions of the office. Assignments in this class must have a wide knowledge in the performance of their assigned tasks and to relate this information to the public and staff members. 

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES 

1. Perform a wide variety of secretarial duties for one or several administrative staff members;

2. Prepare and process complex materials which require the analysis of source materials and through familiarity with policies, procedures, terminology, and various applicable laws in order to obtain the necessary data;

3. Maintain an administrator’s calendar;

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 follow up to ensure that reply deadlines are met;

6. Compile a variety of narrative and/or statistical reports, locating sources of information, devising forms to secure data, and determining proper format for finished report;

7. Coordinate the flow of information for data processing and enter and extract data from computer or work processing equipment;

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

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

10. Prepare Board agenda items relative to the assigned department;

11. May maintain a variety of budgets and prepare expenditure reports;

12. Assist administrator in coordinating staff development activities and other conferences, participating in presentations and making arrangements;

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

14. May handle personnel matters such as time cards, insurance forms, and requests for new personnel;

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

16. Perform other reasonably related duties as assigned.

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

4. General public relations;

5. Correct English usage, spelling, grammar, vocabulary, and punctuation;

6. Applicable State laws, District policies, procedures, and other regulations governing the program or area of assigned responsibility.

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 own initiative;

5. Carry out assignments with minimal supervision;

6. Assemble data and prepare confidential reports;

7. Make independent decisions;

8. Learn and utilize new and current technologies;

9. Meet the public tactfully and courteously;

10. Make arithmetic calculations with speed and accuracy;

11. Understand and carry out oral and written directions;

12. Understand, interpret, and explain a wide variety of policies, laws, rules, and regulations to others;

13. Analyze situations and develop effective courses of action;

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

15. Establish and maintain effective working relationships with those contacted in the course of work;

16. Work autonomously;

17. Organize tasks, set priorities, and meet deadlines;

18. Manage multiple tasks. 

EDUCATION AND EXPERIENCE

Education:

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

Experience:

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

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 & 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 Human Resources and/or Safety/Risk Management.

EMPLOYMENT STATUS

Classified Bargaining Unit Position.            

Range 31

12 Month Work Year CalendarAugust 2024