Downey Unified School District Hiring for Administrative Secretary Job at Downey, CA Full Time

RECRUITMENT DETAILS:

• All positions in this classification are 40 hours per week, 12 months per year.
• We will be establishing a hiring Eligibility List for anticipated and future openings.
• The recruitment will be run as Promotional Only, meaning it is only open to current permanent employees and employees on the reemployment list.
• This will result in the creation of one hiring Eligibility List for successful internal candidates which will be used to fill open positions during the life of the list.
• Only online applications will be accepted: https://www.governmentjobs.com/careers/downey

EDUCATION & EXPERIENCE

Any combination equivalent to:

• Graduation from high school.
• Four years of responsible secretarial experience, supplemented by completion of college course work in business, office practices or related field.
• An additional year of secretarial experience may be substituted for college course work.
• 
  Some positions in this classification may be required to be bilingual/biliterate.

KNOWLEDGE OF:

• Organization, policies and rules of assigned department or program.
• Modern office practices, procedures and equipment.
• Record-keeping and report writing techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• District organization, operations, policies and objectives.
• Oral and written communications skills.
• Applicable sections of State Education Code and other applicable laws.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.
• Operation of a computer terminal and a variety of other office equipment including calculators and copiers.
• Some positions may require operation of dictation equipment.
• Some positions may require the knowledge of legal correspondence, terminology and procedures in risk management, insurance, workers compensation, and terminology and procedures in budget and financial matters and/or transactions.

ABILITY TO:

• Perform secretarial and administrative assistance duties.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Read and interpret contracts.
• Type at 50 words net per minute from clear copy.
• Some positions may be required to take dictation at 90 words per minute and transcribe accurately.
• Attend and take minutes of public meetings, normally held after regular work hours.
• Work independently with little direction.
• Establish and maintain effective working relationships with others.
• Meet schedules and time lines.
• Prepare reports by gathering and organizing data from a variety of sources.
• Work confidentially with discretion.
• Analyze situations accurately and adopt an effective course of action.
• Communicate effectively both orally and in writing.
• Work efficiently with many interruptions.
• Operate a variety of office equipment including computer terminals, calculators and copiers.
• Some positions may require operation of dictation equipment.
• Make arrangements for meetings and conferences.
• Maintain a variety of files, records and logs.
• Plan and organize work.
• Provide work direction to others as assigned.
• Deal calmly and rationally with irate parents and community members.
• Demonstrate behavior in line with CHARACTER COUNTS! principles of trustworthiness, respect, responsibility, fairness, caring, and citizenship.

BASIC FUNCITION

Under the direction of one or more Assistant Superintendents, perform a wide variety of specialized and responsible secretarial and administrative support duties; organize and coordinate office activities and communications.

REPRESENTATIVE DUTIES:

• Perform a wide variety of specialized and responsible duties independently in support of functions delegated to assigned administrator(s); interpret and apply rules and regulations as appropriate; perform duties to relieve the administrator(s) of administrative detail as appropriate. E
• Coordinate communication between the administrator(s) and District personnel, students, parents, educational institutions, vendors, other outside organizations and the public; obtain and provide information, coordinate activities and resolve problems. E
• Review, check, correct and compile a variety of information; verify data for accuracy, completeness and compliance with established procedures; input and retrieve computerized data in computer systems as required. E
• Prepare and maintain a variety of records, logs and files including information of a confidential nature; maintain confidentiality of information and records. E
• Schedule meetings, conferences and appointments for assigned administrator(s); maintain administrator’s calendar; arrange travel accommodations as necessary. E
• Compile information and data for a variety of reports; organize, type and print reports and other written materials related to assigned office functions. E
• Respond to requests for information from students, staff, parents and the general public regarding District programs, policies, procedures and regulations. E
• Type a wide variety of materials such as correspondence, reports, contracts, forms, applications, memoranda and other documents. E

  Some positions may be required to take and transcribe dictation of minutes, letters and memoranda, including materials of a confidential nature as assigned. E

• Prepare correspondence and memoranda independently or from oral instructions, including materials of a confidential nature as assigned; take minutes of public meetings. E
• May be required to attend meetings of the Board of Education, taking and transcribing notes, in the absence of the Assistant to the Superintendent/Board of Education. E
• Train and provide work direction to departmental clerical support staff as assigned; monitor office work flow and assure compliance with established time lines, procedures and standards of quality. E
• Must demonstrate attendance sufficient to complete the duties of the position as required. E
• Perform related duties as assigned.

  Note: At the end of some of the duty statements there is an “E” which identifies essential duties required of the classification.

ALL COMMUNICATIONS FROM DUSD REGARDING TESTING AND/OR INTERVIEWS WILL BE SENT VIA EMAIL.

Anticipated Written Exam: Week of May 2, 2022

Anticipated Oral/Performance Exam: Week of May 9, 2022

ENVIRONMENT:

District Office environment; subject to constant interruptions.

PHYSICAL ABILITIES:

Dexterity of hands and fingers to operate a computer and office equipment; sitting or standing for extended periods of time; walking to various sites at the assigned location; kneeling and bending, pushing and pulling, and reaching to retrieve and maintain files; lifting and carrying objects weighing up to 15 pounds; and hearing and speaking to exchange information in person and on the phone.

Full-time Management and Confidential Employees earn up to:

• 22 paid vacation days per year
• 3 paid management compensation days per year
• 14 paid sick leave days per year with unlimited accumulation
• 13 paid holidays

The District offers two excellent medical plans, Blue Shield and Kaiser Permanente; two dental plans, Delta Dental and MetLife SafeGuard; and vision care through Vision Service Plan (VSP). Currently full-time employees (employees working 6 hours or more per day) pay 10% of the premium cost for these plans. All plans are available to the employee and their dependents. This coverage is available to employees working a minimum of 20 hours per week.