Senior Staff Secretary

Full-time • Gilroy, California, United States • $25 - $31 / hour • 5d ago

Job Description – Senior Staff Secretary

Basic Functions: To perform a wide variety of advanced clerical/secretarial duties in support of the day-to-day operations relating to a specific program and procedures within assigned operations unit, office, or department. Employees in this classification receive limited supervision from the Program Administrator and/or Director within a broad framework of policies and procedures. This job class performs complex and highly responsible secretarial/administrative and operational support functions at a lead advanced journey level of classification. This job class requires the use of initiative, organizational skills, problem solving skills, and independent judgment. This job class processes routine administrative details not requiring the immediate attention of assigned administrator(s).

Typical Duties:

Processes routine administrative details not requiring the immediate attention of assigned administrator(s)
Performs varied and responsible secretarial duties to assist in the coordination and processing of routine administrative operations within assigned unit
Prepares a wide variety of material such as letters, requisitions, forms and various reports
Acts as information source to District administration, school principals, governmental agencies, and others regarding departmental/unit policies, and requirements; receiving and interviewing callers and providing information where judgement knowledge, and interpretation of established procedures/policies is required
Arranges and schedules a variety of meetings; notifying participants, confirming dates and times, reserving meeting sites and preparing needed materials
Maintains accurate and detailed calendar of events, due dates, and schedules as they relate to assigned program(s) and its services to ensure proper tasks and activities occur as scheduled
Prepares and analyzes reports from data compiled and records kept as it relates to assigned program area(s) and submits reports to appropriate District or governmental office as required
Establishes and maintains a variety of records, logs, and filing systems pertaining to assigned area(s) of responsibility
Reviews, and verifies documents, records, and forms for accuracy, completeness, and conformance to applicable rules, regulations, policies, and procedures
Develops or assists in the development of forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of needed information for specialized programs and functions within assigned unit
Performs related duties consistent with job description related to the position

Employment Standards:

Ability to learn new technology of both systems and software used in the district with speed and accuracy

Knowledge of proper office methods, techniques, and practices including filing systems, business correspondence, receptionist techniques, and report writing
Knowledge of financial accounting and records keeping methods, practices, and requirements
Knowledge of proper English usage, grammar, punctuation, vocabulary, and spelling
Ability to learn the operations, procedures, policies, and requirements of assigned program, operational unit, or school site and apply them with good judgment in a variety of procedural situations
Ability to learn, interpret and successfully apply District rules, procedures, and policies with good judgment while independently carrying out a variety of technical and routine administrative procedures
Ability to understand and carry out a variety of oral and written instructions independently

Ability to type accurately at 60 words per minute
Ability to perform mathematical calculations accurately
Ability to establish and maintain efficient record keeping/filing systems and prepare reports
Ability to coordinate activities and details and maintain effective schedules of events

Ability to analyze situations and take appropriate action regarding routine administrative/procedural matters without immediate supervision
Ability to operate a variety of standard office machines and equipment
Ability to operate a computer system and learn various software programs with accuracy and function at a high skill level
Ability to effectively and tactfully communicate in both oral and written form in English
Ability to effective and tactfully communicate verbally in Spanish is desired
Ability to maintain effective work relationships with those contacted in the performance of required duties