Under general supervision of a senior-level administrator, to perform highly responsible secretarial duties in support of a department having substantial organization-wide impact; to conduct duties characterized by a high degree of delegated responsibility for administrative detail and autonomy in work duties; to coordinate on behalf of department with other high-level administrative support staff; to compile and/or maintain data, including that related to confidential labor relations matters such as collective bargaining; and to perform other related duties.

Supports a senior-level administrator such as Executive Director or Chief Officer by attending to administrative detail and other matters not requiring immediate administrator attention; represents the department in communicating with others regarding assigned areas of responsibility; provides customer service to employees, parents and consultants/contractors; explains department procedures, district policies and other requirements to internal and external stakeholders; and maintains confidentiality of privileged and sensitive information.

Performs varied and responsible secretarial and organizational duties to relieve the supervisor of administrative detail; receives, screens and routes requests, inquiries, and complaints on behalf of the assigned administrator; takes and relays messages; prioritizes incoming requests and concerns addressed to immediate supervisor; respond to routine or established requests and concerns not requiring direct administrator involvement; and notifies administrator of emergent situations.

Performs a variety of office activities in support of an assigned department; maintains administrator’s calendar and assists with meeting reminders; schedules meetings and appointments for a variety of attendees; reserves conference rooms and facilities; prepares and disseminates calendar invites; makes arrangements for administrator/staff travel to trainings, conferences and other events; and may maintain a department-wide calendar as assigned.

Communicates with the human resources department regarding staff movement and substitute needs; tracks staff work calendars, schedules, absences and extra hours; runs required reports; and maintains related records on behalf of the department.

Assists administration with budget development for the department; maintains assigned budgets, tracks account strings, monitors expenditures and initiates budget transfers; and maintains financial records to ensure compliance with federal and State requirements.

Submits purchasing requisitions and orders supplies; places print shop orders; prepares, processes and codes purchase orders and invoices; maintains and organizes supplies; coordinates with vendors; researches and recommends the purchase of equipment and materials as required; and enters work orders and communicates with maintenance staff to resolve concerns.

Plans, schedules, coordinates and attends a variety of meetings; drafts meeting agendas; compiles information and documents for District meetings, trainings and workshops; and takes meeting minutes and notes.

Drafts or develops a variety of documents including correspondence, memos, forms, flyers, reports, and other material as directed; formats, reviews and proofreads documents; composes and modifies board agenda items and independent agency agreements; compiles, prepares and disseminates information and documentation as directed; and operates a variety of office equipment including a computer, printer, copier, scanner, calculator, fax machine, and assigned programs and software.

Conducts research, compiles information and drafts summaries or reports; inputs and tracks data in spreadsheets and databases; initiates data queries and generates a variety of computerized reports; reviews and processes a variety of forms; and organizes and maintains documents and files. May compile and/or maintain data relating to confidential labor relations matters such as collective bargaining.

Performs complex and responsible administrative support assignments and activities; collaborates with other high level secretarial/administrative assistant staff throughout the District to plan events and complete projects; tracks project timelines; and may help assist with and monitor projects assigned to professional staff within the Department as directed.

Performs other related duties as assigned or necessary.

Bilingual positions translate and interpret routine and difficult written and oral communications between English and a designated second language.

An Administrative Assistant reports to a senior-level administrator below the level of Assistant Superintendent, and independently performs highly responsible secretarial duties to support a wide variety of complex activities and functions performed within a department having substantial organization-wide impact. An Executive Assistant is the highest-level secretarial classification below the Executive Assistant to the Superintendent; positions in this class typically report to a Cabinet-level Deputy Superintendent or Assistant Superintendent and independently perform highly responsible and complex executive-level secretarial duties including managing sensitive contacts, providing technical and clerical support, coordinating division-wide activities, and relieving the supervisor of administrative detail in a Division-level office. A Secretary II supports a departmental administrator by performing secretarial duties with a great degree of independence and/or involving coordination of work assignments among lower-level clerical staff.

Knowledge of: Modern office practices, procedures, and equipment; computer operation and common office software applications; expert knowledge of correct English grammar, vocabulary, and basic composition; a designated second language (for bilingual positions only); basic accounting; office coordination principles; basic record-keeping principles; and contractual provisions, district policies, and departmental program regulations and procedures.

Ability to: Establish and maintain effective working relationships with administrators, employees, staff of other agencies, community leaders, parents, and others; handle a wide variety of contacts, including highly sensitive or difficult ones with professionalism, tact, and sound judgment; utilize accurate and precise English language skills in oral and written communications; compose a wide variety of business correspondence, including non-routine ones with only brief instructions; learn, understand, apply, and explain functions and policies of supervisor and department; learn and utilize new software applications, including presentational ones, to assist supervisor and oversee departmental records and functions; work independently within general guidelines to support administrator effectively, establish appropriate priorities for own work, and coordinate timelines and projects with others; use good judgment in making decisions, keeping supervisor informed, and maintaining confidentiality of information;; and type with efficiency and accuracy. Bilingual positions must also be able to translate/interpret routine and difficult communications.

Essential Physical and Mental Activities and Work Environment: Work is performed in a typical office environment. With or without reasonable accommodation, incumbents must have sufficient visual acuity to read computer screens, regulations, reports, and other data all day; sufficient hearing to comprehend ordinary phone and personal conversation; sufficient clarity of speech to explain regulations and procedures by telephone, videoconference and in person; dexterity of hands and fingers to operate a computer, other office equipment, and write legible reports; sufficient mental ability to understand and apply regulations and procedures, analyze and organize data, and learn software applications; physical ability to operate a computer and other common office equipment, sitting for extended periods of time; moving between various offices; bending, stooping, crouching, kneeling, and reaching to store and retrieve files, binders, and other records; lifting and carrying documents, books, and supplies weighing up to 25 pounds. Generally the job requires 60% sitting, 20% walking, and 20% standing.

Typical Background: High school graduation or the equivalent, preferably supplemented by an Associate in Arts or Associate in Science degree and/or college coursework in business or public administration, English, or related areas. Four years of experience in a secretarial role including the utilization of complex databases, maintenance of spreadsheets and development of reports. Experience with delegated responsibility for sensitive contacts and complex clerical/technical responsibilities is desirable.

Experience in a public school district or other public agency is desirable.

Qualifications: In order to be considered qualified for a vacancy in this classification, a candidate must possess the required background and successfully demonstrate such background, knowledge, skills and abilities through an examination process.

Established 10/2022-AL; Approved by Personnel Commission 10/27/2022