Description

SUMMARY OF ASSIGNMENT

Under general direction and supervision of the administrator, provides executive level secretarial support. Utilizes standard office practices and procedures to ensure a professional front office. Researches issues and provides recommendations for decision-making, including budget development, labor relations, and grievance processing. Coordinates completion of special projects or department specific tasks.

ESSENTIAL FUNCTIONS

• Serves as personal assistant and confidential secretary to the administrator. Composes and prepares correspondence, maintains files and records, sorts and distributes mail,  maintains office supplies and equipment, schedules appointments/meetings, commitee work and maintains the administrator's calendar.
• Researches, provides input to and prepares confidential information related to collective bargaining strategy for the District, grievance processing and investigative/disciplinary conferences. Takes notes at confidential meetings and prepares finished correspondence as directed.
• Monitors implementation of collective bargaining contract language, reports issues and problems to administrator, and provides recommendations for change as necessary. May type bargaining agreements.
• Assists with budget preparation. Researches data and makes recommendations for additions or changes. Monitors department budget expenditures and encumbrances; coordinates changes and reconciles financial reports.
• Produces various reports as requested. Maintains and compiles data, generates and reconciles reports such as budget, purchasing, year-end, accreditation, and schedules.
• Serves as office receptionist. Answers incoming telephone calls and greets visitors; responds to questions or refers to appropriate person for answer. Tracks requests to ensure answer or information is received.
• Researches information for and coordinates completion of special projects with other District offices and outside agencies.
• Completes travel arrangements including transportation, hotel and itinerary.
• Ensures completion of department specific tasks as requested by the administrator.
• May supervise clerical staff person, such as lobby receptionist, providing staff development.
• Provides related functions as assigned.

The essential functions listed above are not exhaustive and may be supplemented as necessary.  The position may perform a variety of non-essential functions consistent with the scope and intent of the position.

Requirements

MINIMUM QUALIFICATIONS

Education and Experience    

High school diploma or equivalent and completion of an accredited secretary/administrative assistant course of study, or two (2) years of college.
Four (4) years of secretarial work experience.    
OR

Any combination of six years of education and/or progressively responsible professional experience in an office environment that would indicate likely success as an administrative secretary.