Job description

Position: Administrative Secretary

Department: Administration - Front Desk

Location: Yreka, California, Siskiyou County

Assignment: This is an 12 month per year position within the California Schools Employees Association (CSEA), Chapter 611 Bargaining Unit.

Salary: $18.55 - $31.72 placement on the classified salary schedule, dependent upon experience

Benefits: Health and dental insurance for employee and dependents are provided with an employee contribution above an established cap. A life insurance policy on the employee for $10,000 and air ambulance service are provided at no cost to employee. The employee participates in the Public Employees Retirement System (CalPERS).

POSITION SUMMARY
Under the direction of the Director(s), the administrative secretary will perform secretarial, administrative and program support to the assigned program(s), organize and coordinate office activities, recordkeeping and communications, provide assistance and information to staff, members of the public, community partners, and vendors.

ESSENTIAL FUNCTIONS

• Possess initiative and sound judgement in the absence of the supervisor
• Organize, coordinate, and assist with a variety of administrative details including compiling information and data for reports and assist in the preparation of statistical and narrative reports
• Attend meetings, prepare agendas, minutes, and other associated documents, take notes, transcribe minutes, and distribute to appropriate personnel
• Prepare correspondence independently or from oral instruction, determine appropriate format and presentation
• Greet visitors and answer telephones, provide information or redirect visitors and callers to appropriate personnel, prepare correspondence and memoranda independently or from oral instructions while determining appropriate format and presentation, sort and route mail and correspondence for director’s personal reply or signature
• Organize and establish filing and record-keeping system, maintain files and records often involving confidential materials
• Provide information and answer questions regarding assigned program(s), policies, procedures and regulations, relay information, messages and directives from the supervisor
• Coordinate communications and activities with other Siskiyou County Office of Education (SCOE) departments and personnel, educational institutions, state and federal agencies, vendors, outside organizations and the public
• Organize and coordinate office workflow to assure the proper and timely completion of work and assure work is completed in accordance to established standards and procedures
• Train and provide direction to others as assigned
• Assess program supplies and materials to ensure adequate inventory
• Assist in preparing and monitoring budgetary and other financial data
• Operate a variety of office equipment including a computer, printer, typewriter, FAX machine, copier and scanner
• Maintain the director’s calendar, schedule, arrange, and confirm appointments and meetings, and arranging travel reservations and accommodations
• Perform related duties as assigned

KNOWLEDGE AND ABILITIES

• Advanced secretarial and administrative assistant methods and responsibilities
• Research methods and report writing techniques
• Modern administrative office practices, procedures and equipment
• Knowledge and advanced experience working with Google, Microsoft Suite, Adobe, and other similar applications
• Knowledge of organization, policies and procedures of SCOE and ability to apply and interpret these policies
• Principles and ability to train and provide work direction as assigned
• Policies and objectives of assigned program(s) activities
• Correct English usage, grammar, spelling, punctuation and vocabulary
• Basic budget preparation with monitoring and control methods
• Oral and written communication skills
• Interpersonal skills using tact, patience and courtesy
• Telephone techniques and etiquette
• Public relations techniques
• Record keeping techniques
• Prepare and maintain records and files
• Perform research, compile data and prepare reports
• Work confidentially with discretion
• Plan and organize work to meet deadlines
• Compose correspondence and written materials independently
• Using a computer, type, enter data, maintain records and generate reports accurately
• Organize, coordinate and oversee office activities
• Establish and maintain cooperative and effective working relationships with others
• Complete work with many interruptions
• Make arrangements for meetings, travel and conferences
• Maintain a variety of records including statistical and financial data

QUALIFICATIONS
Any combination equivalent to two years of college level course work in secretarial science or business administration and four years of increasingly responsible and varied secretarial experience, including at least two years of experience performing secretarial work for an administrative official and experience operating computers and software applications similar to those used by the SCOE.

PHYSICAL DEMANDS
The physical requirements indicated below are examples of the physical aspects that this position must perform in carrying out essential job functions:

• Dexterity of hands and fingers to operate a computer and office equipment
• Sitting or standing for extended periods of time
• Walking to various sites at the assigned location
• Kneeling and bending, pushing and pulling, reaching to retrieve and maintain files
• Lifting and carrying objects weighing up to 20 pounds
• Hearing and speaking to exchange information in person and on the phone

REASONABLE ACCOMMODATION
Reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job under the provisions of the Americans with Disabilities Act.

PROCEDURE
Submit for employment consideration:

• SCOE Employment Application
• Cover Letter
• Resume
• Two Letters of Professional Reference

All completed applications will be reviewed and selected candidates will be invited to participate in the interview process. If you are in need of special services due to disability in order to apply or interview, please contact the Human Resources Department at 530-842-8457.

Job Type: Full-time

Pay: $18.55 - $31.72 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

People with a criminal record are encouraged to apply

Work Location: In person

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