Administrative Secretary - HR Department (Bilingual Preferred)

Job Description Glendale Elementary School District Administrative Secretary – HR Department (Bilingual Preferred) Purpose Statement The job of Administrative Secretary – HR Department (Bilingual Preferred) is done for the purpose/s of providing administrative and secretarial support to assigned Administrator; ensuring compliance of Department records with financial, legal and administrative requirements; and monitoring assigned projects and/or program components.
Essential Functions Compiles data from a variety of sources (e.
g.
timesheets, purchase orders, invoices, auditor requests, etc.
) for the purpose of complying with financial, legal and/or administrative requirements.
Coordinates a variety of activities/programs (e.
g.
professional development classes, meetings, workshops, departmental purchase requests, acquisitions, authorizations, agreements, billings, etc.
) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
Evaluates situations and events (e.
g.
involving other staff, students, parents, the public, etc.
) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
Maintains a wide variety of documents, files and records (e.
g.
calendars, schedules, department records, inventory, supplies, reference materials, etc.
) for the purpose of providing up-to-date reference and audit trail.
Monitors assigned district activities and/or program components (e.
g.
software acquisition, department purchase orders, staff development credits, census reporting, records, audits, student transcripts, special area budgets, etc.
) for the purpose of coordinating activities and ensuring compliance with established district policies.
Prepares a wide variety of reports, documents and correspondence (e.
g.
purchase orders, transportation requests, fiscal and statistical reports, forms, brochures, manuals, employee certifications, handbooks, DES billings, registrations, reports, memos, etc.
) for the purpose of documenting activities, providing written reference and/or conveying information.
Researches a variety of topics (e.
g.
current practices, policies, education codes, hardware and/or software applications, vendors, consultants, current technology, etc.
) for the purpose of providing information and making recommendations in a variety of administrative areas.
Responds to a wide variety of program-specific and district-general inquiries from a variety of internal and external parties (e.
g.
staff, parents, students, public agencies, etc.
) for the purpose of providing information, facilitating communication among parties and/or direction.
Schedules a wide variety of events (e.
g.
conferences, meetings, evaluations, testing, interviews, referral appointments, etc.
) for the purpose of complying with district/state/federal policies and requirements.
Supports assigned Administrator(s) for the purpose of providing assistance with administrative functions.
Other Functions Attends meetings as assigned for the purpose of conveying and/or gathering information required to perform functions.
Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
Job Requirements: Minimum Qualifications Administrative Secretary - Department/Program Skills, Knowledge and Abilities SKILLS are required to perform multiple tasks with a need to occasionally upgrade skills in order to meet changing job conditions.
Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; planning and managing projects; and preparing and maintaining accurate records.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems.
Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; common office machines; concepts of grammar and punctuation and office application software.
ABILITY is required to schedule a number of activities, meetings, and/or events; often gather, collate, and/or classify data; and use job-related equipment.
Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods.
Ability is also required to work with a significant diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment.
Problem solving is required to analyze issues and create action plans.
Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is moderate.
Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; and working with detailed information/data.
Responsibility Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; monitoring budget expenditures.
Utilization of resources from other work units is often required to perform the job's functions.
There is a continual opportunity to have some impact on the organization’s services.
Work Environment The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity.
Generally the job requires 70% sitting, 10% walking, and 20% standing.
This job is performed in a generally clean and healthy environment.
Experience: Job related experience with increasing levels of responsibility is desired.
Education: High school diploma or equivalent.
Equivalency: .
Required Testing: Certificates and Licenses Pre-employment Proficiency Test Continuing Educ.
/ Training: Clearances IVP Fingerprint Clearance Card Required, Measles/Rubella Immunity/Vaccination Valid form I-9 FLSA Status Approval Date Salary Grade Non-Exempt 22 Administrative Secretary - Department/Program