DEFINITION: Under general supervision, performs work of moderate difficulty in providing basic secretarial/clerical assistance; and performs related work as required.
Work Length: 40 hours per week
Days Worked: 228 days per year
EXAMPLES OF DUTIES:
- Takes and transcribes correspondence, memoranda, reports and minutes of meetings from oral or machine dictation, rough drafts, or instruction
- Performs a variety of clerical work related to the function to which assigned including use of a typewriter, computer terminal and other standard office equipment
- Compiles and types a variety of documents, technical and statistical reports, budgets and other materials where knowledge of format and presentation is necessary
- Answers correspondence independently
- Reviews and checks documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations
- Posts information to records where selection is based on use and purpose of the records
- Compiles and tabulates statistical data
- Services as receptionist
- Screens visitors and telephone calls
- Answers inquiries and furnishes information concerning standards, procedures, and programs
- Develops and maintains files and records
- Orders and maintains supplies and materials
- Opens, sorts, and distributes mail
- Makes appointments
- Operates varied office equipment
- May supervise one or more subordinate employees
- Schedules and coordinates departmental and district meetings
- Keeps tapes and transcripts of meetings
- Prepares correspondence, memos and agendas for meetings within guidelines of the Education Code Sections
- Maintains case files, ensures that due process is followed in cases of suspension, expulsion and truancy
- Maintains financial records, makes bank deposits and balances bank statements
- Maintains records and quarterly reports
- Audits and calculates billing forms
- Schedules audio-visual and other types of equipment
- Performs master scheduling functions
- Interprets printouts
- Maintains daily records of scheduling processes
- Assists new students in orientation procedures
- Receives checks
- Processes and distributes all report cards
- Maintains files relating to student disciplinary concerns
- Serves as an information source regarding school matters to the public through telephone inquiries or visitation to the office
- Assists in some aspects of registration and attendance
- Reviews and relays telephone messages between parents and teachers regarding school related matters
- Compiles, types, and monitors specific budgets
- Arranges for home instruction
- Trains and supervises students
- Prepares the master calendar
- Provides and prepares various forms such as for lockers and use of premises
- Prepares daily bulletins, election ballots, time sheets, student body cards, programs, senior ball bids
- Assists in preparation of graduation exercises
- Arranges for bus transportation
- Arranges for chaperones
DESIREABLE QUALIFICATIONS:
Training and Experience: Two years of responsible office experience. Some positions may require one year of stenographic experience or an equivalent combination of training and experience.
Knowledge and Skills:
- Good knowledge of office practices and procedures and standard office machines and equipment
- Good knowledge of letter procedures, forms and terminology
- Some knowledge of basic accounting procedures
- Some knowledge of supervisory principles and techniques
- Good knowledge of district organization, policy and operations
- Working skill in operating a typewriter rapidly and accurately
- Working skill in maintaining various office records, accounts and files
- Some skill in preparing legal documents from general instructions
- Working skill in composing letters or memoranda, preparing reports and establishing records and file systems
- Working skill in working independently without specific instructions
- Working skill in establishing effective relationships with other employees and the public
- Working skill in taking dictation either for shorthand or stenotype machine and transcribing dictation with speed and accuracy is required in some positions
- Working skill in communicating effectively with the public and school staff
- Working skill in the operation of a computer terminal
School position may require some skill in administering first aid.
DIABLO UNIFIED SCHOOL DISTRICT 5/90