Secretary (BILINGUAL Spanish/English)

William S. Hart Union High School District - Santa Clarita, CA

Full-time - Entry Level

Santa Clarita, CA

Educational Services

About the position

The Secretary - Bilingual (Spanish) position at the William S. Hart Union High School District is a permanent role that involves providing secretarial and administrative support under the direction of the principal or assigned administrator. This position is crucial for maintaining the smooth operation of the school and involves a variety of tasks including reception duties, transcription of documents, and administrative support for various projects and programs. The Secretary will be responsible for maintaining document filing and retrieval systems, managing private student records, and basic record keeping. This role also includes providing support to an Assistant Principal or District management position, which encompasses business, academic, counseling, student activities, and other services for a cluster or team of administrators and managers. The Secretary is part of a career path for administrative support within the school or central office. The role requires a procedural knowledge of school site operations, secretarial skills, and the ability to work with student services and records. Advancement opportunities exist for those who demonstrate competency in areas such as attendance, student records, and office practices. The Secretary may be assigned to various District offices and school sites, with potential advancement to positions such as Administrative Assistant or School Office Manager based on need and qualifications. Essential duties include performing secretarial and administrative support that requires a working understanding of departmental functions, providing administrative support to services and special processes, coordinating and scheduling meetings, maintaining filing systems, accessing and entering information into databases, responding to inquiries, and preparing various documents. The Secretary will also be responsible for managing appointment waiting areas, preparing informational packets, and may provide translation services for non-English speaking individuals. This position requires a high level of organization, attention to detail, and the ability to work effectively in a busy office environment.

Responsibilities

• Perform secretarial and administrative support duties under the direction of the principal or assigned administrator.
• Provide administrative support to services and special processes such as curriculum, student services, and business services.
• Conduct research to compile reports for administration or outside agencies.
• Coordinate and schedule meetings, preparing schedules and informing participants.
• Establish and maintain filing systems on various subject matters.
• Access and enter information into student and administrative databases.
• Respond to inquiries and convey information about programs and services.
• Organize work by setting up business and academic calendars and deadlines for projects.
• Receive walk-in guests and telephone inquiries, providing information and resolving routine matters.
• Prepare and type letters, memoranda, forms, reports, and other documents with minimum direction.
• Maintain and monitor program or department budgets, including data entry and reconciliation procedures.
• Prepare and process purchase orders, invoices, and payroll timesheets.
• Order, store, and issue office supplies.
• Provide support to testing and other mandated processes at a school site.
• Perform oral and/or written translation for non-English speaking individuals.

Requirements

• High school diploma or equivalent.
• Supplemental coursework or training in general business or equivalent.
• Three years of progressive experience providing secretarial/clerical support.
• In-depth knowledge of office practices, procedures, and equipment.
• Working knowledge of laws, regulations, and policies governing school operations.
• Sufficient English usage, grammar, spelling, and punctuation skills.

Nice-to-haves

• Bilingual proficiency in Spanish, with the ability to pass a bilingual exam for additional stipend eligibility.