Secretary II, District Office (Bilingual English/Spanish Preferred)

California Department of Education - Arroyo Grande, CA

Full-time - Entry Level

Arroyo Grande, CA

Administration of Human Resource Programs

About the position

The Secretary II position involves performing both clerical and secretarial duties under supervision for an administrator. The role requires a variety of tasks including word processing, filing, maintaining calendars, and assisting with student enrollment and attendance. The Secretary II will also be responsible for generating reports, managing supplies, and providing first aid to students as needed. This position demands the ability to multi-task in a fast-paced environment while maintaining effective working relationships with staff, students, and parents.

Responsibilities

• Perform a variety of clerical tasks including word processing, proofreading, filing, checking and recording information.
• Compile and organize reports; maintain calendar and arrange appointments.
• Prepare requisitions and maintain records of supplies; receive equipment and maintain inventory file.
• Assist with student enrolling and discharging as directed.
• Input student daily attendance including tardy, absence, lunch count, etc., and generate attendance reports and letters as necessary.
• Generate Independent Study (IS) contracts; maintain IS log; collect student materials/lessons, and other related activities.
• Assist with updating Student Emergency Cards, as needed.
• Assist with generating purchase, technology, and/or work orders as directed.
• Assist with maintaining school volunteer information/database/files.
• Provide first aid and medications to students as needed; record information in student first aid log; communicate with parents regarding student first aid situations.
• Assist with SubCast/SubFinder and organizing information for daily substitutes.
• Distribute mail; send fax messages, record and send messages.
• Schedule meetings as needed, including but not limited to: SST, IEP, and School Site Council.
• Answer telephone and give out appropriate information to school personnel and the public.

Requirements

• Graduation from high school or its equivalent.
• One year of previous experience in clerical or secretarial work.
• Ability to keyboard at 50 words-per-minute as evidenced by a keyboarding certificate.
• Knowledge of current office practices and procedures, including proper telephone techniques, spelling, punctuation, grammar, word processing, accurate alpha/numeric filing, and proficient use of current office equipment including computers, fax machines, and photocopiers.
• Ability to read, understand, and follow oral and written instructions.
• Ability to organize and execute work efficiently.
• Ability to act calmly and sensibly in stressful situations.
• Ability to multi-task in a fast-paced environment and with frequent interruptions.
• Ability to establish and maintain effective working relationships with staff, students, and parents.

Nice-to-haves

• Additional training in typing, business correspondence, and current office methods.
• Ability to communicate in Spanish.
• School office experience as a Secretary I or similar office experience.
• Knowledge of Microsoft Office Suite including Excel, Word, PowerPoint, Publisher, and Outlook.
• Possession of a valid California driver license.