ESS Substitute Administrative Secretary

Substitute Administrative SecretaryUnder the direction of an assigned District-level administrator, the ESS Substitute Administrative Secretary communicates with other departments, offices and community members to coordinate the activities of the assigned office; performs various duties related to purchasing, budgeting, payroll and personnel; compiles data and prepares specialized and comprehensive reports; coordinates projects, systems and activities alleviating administrator of routine; performs highly complex clerical work which involves interpreting administrative regulations, policies and procedures; incumbents in this classification may work with highly confidential information.Education:Graduation from high school or equivalency is required. An associate or bachelor's degree from an accredited college or university is desirable. Any other combination of experience, training, and/or education that could likely provide the desired knowledge, skills, and abilities may be considered.Experience:Clerical and secretarial experience is required, preferably including experience at a school district.ESSENTIAL DUTIES AND RESPONSIBILITIESGreets visitors, applicants and district staff and responds to requests for information or questions as needed.Maintains confidential records related to employees, students, police reports, investigations and sensitive items.Research District policies, regulations, procedures and California Education Code provisions for pertinent information.Schedule meetings, conferences and appointments assigned, maintains calendar and arranges for meeting facilities.Prepares and processes correspondence, statistical data, reports, agenda items, reference materials, legal documents, contracts, invoices, and requisitions.Communicate with schools, departments and community members to disseminate and retrieve information.Completes and responds to surveys and questionnaires.Attend meetings, take notes and prepare minutes when requested.Coordinates conference and training attendance for staff or Board members.Perform other duties as assigned.EMPLOYMENT STANDARDSThe requirements listed below are representative of the knowledge, skills, and abilities required to satisfactorily perform the essential duties and responsibilities.Skill In:Keyboarding skills are required. Operating a variety of office equipment including typewriters, copiers, calculators, facsimile machines and computers to enter data, maintain records and generate reports and correspondence.Knowledge Of:Computer data entry techniques and spreadsheet developmentBasic budgeting practices regarding monitoring and controlCorrect English usage, grammar, spelling, punctuation and vocabularyGood public relationsDistrict organization, operations and objectivesModern office practices, procedures and equipmentPrinciples and practices of assigning, training and work monitoringAbility To:Compose correspondence from notes, verbal direction or audio recording equipmentUnderstand and follow oral and written instructionsRead, interpret, apply and explain rules, regulations, policies and proceduresPlan and organize work for self and others to meet schedules and timelinesAnalyze situations accurately and exercise good judgmentWrite clearly and concisely using good grammar, spelling and punctuationCommunicate effectively both orally and in writingEstablish and maintain cooperative and effective working relationshipsTrain and provide work directions to othersWork independently with little directionPrivacy InformationWhen you apply for a position with ESS, we collect personal information such as:Contact details (name, email, phone, address)Application materials (resume, work history, education, references)Information you choose to provide during the hiring process (interviews, assessments, background checks, as permitted by law)We use this information to:Evaluate your candidacy and qualificationsConduct interviews and background checksManage our recruitment and hiring processesComply with applicable legal obligationsWe do not sell or share applicant personal information. We retain it as long as necessary for recruitment, compliance, and potential future opportunities.You may have rights under U.S. state privacy laws, including to request access, correction, deletion, or limitation of your personal information.For details about our practices and your rights, please review our full Privacy Notices below.Click here if you are a California resident: CA Privacy Policy