JOB DESCRIPTION – CLASSIFIED MANAGEMENT SECRETARY TO THE by vyo46383

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									                                          JOB DESCRIPTION – CLASSIFIED MANAGEMENT
                                                  SECRETARY TO THE SUPERINTENDENT
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                           CARMEL UNIFIED SCHOOL DISTRICT
                      JOB DESCRIPTION – CLASSIFIED MANAGEMENT

POSITION:           SECRETARY TO THE SUPERINTENDENT

RANGE:              IV


           Confidential employees are those employees who, in the regular course of their duties,
         Confidential employees are those employees who, in the regular course of their duties, have access
           have access to, or possess information relating to their employer’s employer-employee
         to, or possess information relating to their employer’s employer-employee relations. He/she also
           relations. He/she also performs work of Board of Education during salary negotiations and at
         performs work of a confidential nature for the a confidential nature for the Board of Education
           during salary negotiations
         other times during the year. and at other times during the year.


A.          PRIMARY FUNCTION

            Under direction, to serve as confidential Secretary to the Superintendent, relieving
            him/her of office and routine administrative details; to perform highly complex and
            responsible clerical work; to work under pressure when necessary; to maintain
            knowledge of all functions of the District; to carry out administrative responsibilities as
            delegated by the Superintendent; to maintain general knowledge of the operations of all
            departments and schools; and to perform related work as required.

B.          ESSENTIAL FUNCTIONS/EXAMPLES OF DUTIES

            Duties may include, but are not limited to the following:

            1.      Schedule, prepare and supervises assembling and distribution of the Board
                    agenda and related informational materials.

            2.      Attend meetings of the Board of Education, take minutes of the proceedings and
                    business transacted, and transcribe them into official report of minutes for review
                    by the Superintendent.

            3.      Maintain official files of agendas, minutes, resolutions and tape recordings of all
                    regular meetings, special meetings and study session of the Board of Education.

            4.      Serve in a liaison capacity between Superintendent’s office and Board Members
                    in arranging meetings.

            5.      Schedule and prepare agenda for Administrative Council meetings.

            6.      Transmit orders and decisions of the Superintendent to the various
                    organizational units.

            7.      Interpret, communicate and apply District rules, procedures and policies.

            8.      Maintain Board Rules and Regulations manuals and update and distribut5e
                    policies as they are adopted.

            9.      Compose and compile reports in accordance with oral or written instructions.

            10.     Make appointments for the Superintendent.

            11.     Prepare correspondence and memoranda independently or from oral
                    instructions.
                                         JOB DESCRIPTION – CLASSIFIED MANAGEMENT
                                               SECRETARY TO THE SUPERINTENDENT
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     12.   Receive and transcribe confidential and other dictation.

     13.   Maintain administrative files and records.

     14.   Perform a variety of related secretarial and clerical tasks for the Superintendent
           and Board of Education as necessary.

     15.   Assist the Superintendent in administering 1-20/Certificated of Eligibility for Non-
           immigrant (F-1) Student Status – For Academic and Language Students, and
           maintain necessary files.

     16.   Assist the Superintendent in administering inter-district agreements and maintain
           necessary files.

     17.   Process Workers’ Compensation claims and maintains Central Office records
           and communicate with the JPA and Keenan & Associates.

     18.   Maintain annual CAL/OSHA log of Occupational Injuries and Illnesses.


C.   QUALIFICATIONS

     1.    Knowledge of:

           a.     Basic School District functions, policies, rules and regulations

           b.     Modern office methods, practices, procedures including filling systems,
                  receptionist and telephone techniques, business forms, letter and report
                  writing, proofreading and office equipment usage.

     2.    Ability to:

           a.     Learn, interpret and apply School District policies, laws, rules and
                  regulations

           b.     Exercise good judgment in recognizing scope of authority and take
                  responsibility for performance of duties.

           c.     Perform highly responsible and complex secretarial and clerical work
                  independently and accomplish administrative detail work with minimal
                  instructions and in accordance with establish procedures.

           d.     Compose correspondence independently.

           e.     Take stenographic notes at meetings and conferences, and transcribe into
                  clear and concise reports and minutes.

           f.     Establish and maintain cooperative relationships with administrators,
                  teachers, other employees and the general public; to deal effectively with a
                  wide variety of personalities and situations requiring diplomacy and poise.

           g.     Understand and carry out complex oral and written instructions
                                                     JOB DESCRIPTION – CLASSIFIED MANAGEMENT
                                                           SECRETARY TO THE SUPERINTENDENT
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                      h.     Type/keyboard at a rate of not less than 50 words per minute from clear
                             copy.

                      i.     Use correct English usage, spelling, grammar and punctuation.

                      j.     Use a computer to perform clerical tasks and to maintain records.



D.    PHYSICAL REQUIREMENTS

      Incorporated within one or more of the essential functions of this position are the following
      essential physical requirements:

      1.      Ability to see for purposes of reading instructions, labels, and other printed matter and for
              the safe operation of equipment.

      2.      Ability to hear and understand speech at normal levels in person, on the telephone.

      3.      Ability to communicate so others will be able to clearly understand a normal conversation
              in person, on the telephone.

      4.      Ability to operate computer, typewriter, calculator, copy machine, telephone, and other
              office equipment with dexterity and in a safe and efficient manner.

      5.      Ability to routinely lift/carry office supplies and printed materials weighing up to 25
              pounds.



E.    WORKING CONDITIONS

      Office working environment subject to sitting at a desk for long periods of time; ending, crouching,
      kneeling or reaching to access files, binder, etc. from ground level to 4.5 feet above the ground;
      pushing/pulling of file drawers; reaching in all directions and working at a computer and/or
      telephone for prolonged periods of time.




REVISED:      01/01/95

								
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