Executive Secretary II

EDUCATION AND EXPERIENCE

Any combination of education and experience equivalent to graduation from high school supplemented by college-level course work in business office management or related field and three years of increasingly responsible secretarial or administrative assistant experience involving frequent public contact.

SUMMARY

Under the direction of an assigned supervisor perform varied and responsible secretarial and administrative assistance to relieve the Assistant Superintendent of administrative and clerical detail; plan coordinate and organize office activitiies and coordinate flow of communications for the assigned supervisor.

DISTINGUISHING CHARACTERISTICS

The Executive Secretary II classification is responsible for performing secretarial and administrative assistant duties to relieve an Assistant Superintendent of administrative and clerical detail. The Administrative Assistant classification is responsible for relieving an assigned supervisor of administrative and clerical detail by performing secretarial and administrative assistant duties.

SPECIFIC RESPONSIBILITIES

Essential Duties:

1. Perform varied and responsible secretarial and administrative assistant duties to relieve the Assistant Superintendent of administrative and clerical detail; plan coordinate and organize office activities.
2. Coordinate flow of communications; initiate and answer telephone calls; screen and route calls; take messages; greet and assist visitors; respond to inquiries and provide information.
3. Communicate with District personnel vendors and various outside agencies to exchange

information coordinate activities and resolve issues or concerns related to office programs

purchase orders District personnel attendance schedules policies procedures and assigned activities.

1. Compile and verify information and input into assigned computer system; generate computerized reports according to established procedures and time lines; process a variety of forms and applications.
2. Prepare and maintain a variety of data records and reports related to office programs expenditures attendance student information and assigned activities; assure accuracy and completeness of data records and reports; establish and maintain filing systems.
3. Type letters memoranda lists labels forms certificates newsletters and other materials from straight copy rough drafts and oral instructions; assemble packets; compile and duplicate materials as needed.
4. Operate a variety of office equipment including a copier calculator fax machine typewriter computer and assigned software.
5. Receive open sort screen and distribute incoming mail; prepare and disseminate materials and information to the public and staff regarding various events and programs.
6. Schedule attend and prepare documents and agendas for appointments conferences and meetings as assigned; take minutes at assigned appointments conferences and meetings; prepare and maintain calendars as directed.
7. Monitor inventory levels of office supplies; order office supplies and prepare purchase orders as directed; arrange repairs for office equipment as necessary.

OTHER DUTIES

1. Assist with preparing and maintaining the department budget and monitoring expenditures as directed.
2. Participate in special projects events and activities.
3. Perform related duties as assigned.

SPECIFIC QUALIFICATIONS

Knowledge of-

Modern office practices procedures and equipment.

Operation of a computer and assigned software.

Terminology processes and operations of assigned office or program.

District organization operations policies and objectives.

Record-keeping techniques.

Business letter and report writing techniques.

Telephone techniques and etiquette.

Research methods.

Applicable laws codes rules and regulations related to assigned activities.

Correct English usage grammar spelling punctuation and vocabulary.

Interpersonal skills using tact patience and courtesy.

Oral and written communication skills.

Methods of collecting and organizing data and information.

Ability to-

Perform varied and responsible secretarial and administrative assistant duties to relieve the Assistant Superintendent of administrative and clerical detail.

Plan coordinate and organize office activities and coordinate flow of communications for the assigned supervisor.

Operate a variety of office equipment including a computer and assigned software.

Compose correspondence and written materials independently or from oral instructions.

Establish and maintain a variety of filing systems.

Interpret apply and explain laws rules regulations policies and procedures.

Work independently with little direction.

Prioritize and schedule work.

Understand and work within scope of authority.

Type or input data at 55 words per minute from clear copy.

Maintain records and prepare reports.

Complete work with many interruptions.

Establish and maintain cooperative and effective working relationships with others.

Communicate effectively both orally and in writing.

WORKING CONDITIONS

Environment:

Office environment.

Constant interruptions.

Physical Demands:

Dexterity of hands and fingers to operate a computer keyboard.

Hearing and speaking to exchange information in person and on the telephone.

Sitting or standing for extended periods of time.

Seeing to read a variety of materials.

Bending at the waist kneeling or crouching to file materials.

Required Experience:

Junior IC