Job Description

Definition

An employee in this class performs journey-level administrative and clerical support duties in an administrative office or in a school in one or more of the following responsibility areas; serving as a support secretary at the schools sometimes in a lead worker capacity, or serving as a journey-level secretary in a central office or auxiliary function. Work is differentiated from level one because of the variety of tasks, the knowledge and skills required, the range and scope of contacts, and the independence of action. Work requires a broader understanding of office operations, but once learned, the tasks are performed independently. Unusual situations or precedent-setting situations are referred to higher-level supervisors. The employee in this position will enhance communication and understanding between schools and language minority families; disseminate and clarify information provided by the school/district; assisting with families’ requests and/or concerns.

Duties and Responsibilities

• Assist language minority families by providing information concerning district policy and procedures such as student assignment, enrollment, records, etc.
• Assist all families with questions and concerns regarding the enrollment process.
• Maintains files of general records, data files, documents, correspondence, forms, index cards, reports, and other materials; posts information to departmental records according to standard procedures.
• Answers incoming telephone calls and routes them to the proper person or department; answers questions regarding routine matters; performs routine clerical and typing duties.
• Makes arithmetic calculations manually or by use of a calculator according to established methods.
• Transcribes information onto forms, processes letters, memoranda, reports, tabulations, statements, various card records, and other materials from rough drafts or detailed instructions.
• Resolves problems of medium difficulty with little assistance
• Completes forms, permits, notices, or form letters with designated or routine information. ∙
• Processes, sorts, checks for accuracy, and files applications, purchase requisitions, travel expenses, incoming and outgoing mail, and other routine documents in accordance with established systems; maintains receipt books and routine office records relating to accounts, inventories, payrolls, and statements related to these records.
• Operates copying machines, adding machines, personal computers, and other office equipment.
• Performs a variety of minor administrative tasks in relieving a supervisor of office details.
• May assist the public at a counter, giving information and answering questions regarding school programs.
• Performs duties with limited supervision.
• Flexibility to work some evenings and weekends during parent and/or community events.
• Performs other related work as required.

Knowledge, Skills, and Abilities

• Fluency (and literacy) in appropriate language at a conversational (and literal) level for site population.
• Demonstrated ability to effectively communicate, both orally and in writing with families, community members, and school personnel.
• Ability to relate/interact with various cultures and social groups.
• General knowledge of the operations of the department.
• General knowledge and ability to use correct grammar, spelling, and vocabulary.
• General knowledge of modern office practices.
• General knowledge of elementary arithmetic.
• General knowledge of common word processing, spreadsheet, and file maintenance programs.
• General knowledge of the principles of organization and administration.
• Ability to transcribe information and prepare standardized forms, letters, and reports from that information.
• Ability to operate common office machines.
• Ability to process documents such as purchase orders, invoices, etc.
• Ability to sort and distribute documents.
• Ability to maintain complete and accurate records and to develop standard reports from those records. Ability to file records and reports in proper sequential order.
• Ability to respond to questions based on considerable knowledge of the department.
• Ability to understand and follow oral and written instructions.
• Ability to type accurately at a moderate rate of speed.
• Ability to establish and maintain effective working relationships with supervisors, students, parents, coworkers, and the general public.

Physical Requirements

• Must be able to physically perform the basic life operational functions of climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, lifting, grasping, talking, hearing, and repetitive motions.
• Must be able to perform medium work exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to lift objects.
• Must possess the visual acuity to operate required office equipment and inspect work for accuracy, thoroughness, and adherence to work standards and instructions.
• Must possess the visual acuity to prepare data, work with records processes, and do extensive reading and research.

Minimum Education and Experience

• High school diploma, preferred two years of college.
• At least 3 years of experience working with families/community members.

This Position Reports Directly to: Student Assignment Director

Salary: Grade 59-00 (entry level); 12 month position

Classification: Non-Exempt

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees for this job.

If offered a position, the prospective employee must pass a required health exam, criminal records check, and drug test.