School Secretary at Apple Valley Unified School District (2024)

APPLE VALLEY UNIFIED SCHOOL DISTRICT

CLASS TITLE: SCHOOL SECRETARY

BASIC FUNCTION

Under direction of an Assistant Principal or other secondary school administrator, perform a variety of secretarial and clerical support duties; organize and facilitate communications between administrators and students, parents, faculty and others.

DISTINGUISHING CHARACTERISTICS

School Secretary positions provide secretarial support to an Administrator at a school site. School Secretary‘s report to an Assistant Principal or other assigned supervisor and duties assigned are typically more complex and broader in scope than those of a School Office Assistant.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: Incumbents in the classification may not perform all of these tasks or may perform similar related tasks not listed here.

• Answer telephones and operate office equipment including typewriter and copier. (E1)
• Assist by organizing communications and maintaining accurate records related to school events and activities and student discipline and attendance. (E1)
• Interpret, apply and explain school and District policies, procedures, rules and regulations. (E1)
• May take and transcribe dictation; type, proofread and prepare a wide variety of materials including reports, performance evaluations, parent/student/faculty handbooks, lists, bulletins, memoranda, notices, correspondence, newsletters and forms. (E1)
• Perform a variety of responsible secretarial duties at a secondary school. (E1)
• Prepare and process expulsions and suspensions according to established procedures. (E1)
• Contact students, parents, teachers and others to provide and obtain information. (E2)
• Prepare suspension and expulsion paperwork. (E2)
• Compile information and prepare lists and summaries. (E3)
• Maintain administrator's calendar, scheduling appointments and conferences as required. (E3)
• Operate a two-way radio. (E3)
• Operate and drive vehicle in support of essential duties; observe legal and defensive driving practices. (E3)
• Prepare, facilitate and track payroll/timecard submissions for site employees.
• Summon students and monitor student behavior in the office. (E3)
• Assist with mandated testing.
• Distribute truancy letters; schedule hearings. Enter hearing results into a permanent discipline file.
• Maintain budgets and records.
• Manages substitute teacher and classified substitute program. Prepares substitute teacher packages, including keys and lesson plans.
• Open, sort and route mail.
• Order office supplies.
• Prepare packages for student attendance review and testing periods.
• Process travel requests and requisitions for staff. Process staff conferences.
• Provide work direction to student workers as assigned.
• Perform related duties as assigned.

MINIMUM QUALIFICATIONS:

The requirements listed below are representative of knowledge, skills and abilities required to satisfactorily perform the essential duties and responsibilities.

EDUCATION AND EXPERIENCE:

A. Graduation from High School or equivalent.

B. Supplemental Secretarial training and four (4) years of responsible secretarial experience involving public contact.

Or

Any combination of education, training, and/or experience which demonstrates the ability to perform the essential duties may be substituted for the required experience and/or education.

LICENSES AND OTHER REQUIREMENTS:

• A certificate stating freedom from Tuberculosis.
• A valid California Drivers License.
• Current DMV printout.
• Insurable by District liability insurance carrier.
• Valid CPR Certification preferred.
• Valid First Aid Certification.

KNOWLEDGE OF:

• Correct English usage, punctuation, spelling and grammar.
• Effective interpersonal skills.
• Financial and statistical record keeping techniques.
• Modern office practices, procedures and equipment.
• Oral and written communication skills.
• Site and District operations.

ABILITY TO:

• Communicate effectively verbally and in writing.

• Interpret, apply and explain rules and regulations.
• Maintain financial and statistical records and files.
• May take and transcribe dictation required for the position at a corrected speed of 90 words per minute preferred.
• Perform secretarial duties in support of assigned supervisor.
• Type/keyboard 45 words per minute net.

• Maintain effective working relationships with other people.

• Operate a PC and related software.
• Operate a two-way radio.

• Sit and drive in a vehicle.

PHYSICAL ABILITIES

• Dexterity of hands and fingers to operate a computer keyboard.
• Hearing and speaking to exchange information.
• Lift or move up to 35 pounds.
• Operating a computer keyboard for extended periods of time.
• Seeing to read and compose written materials.
• Standing for extended periods of time.

ENVIRONMENT:

• School office environment.
• Occasionally exposed to outside weather conditions.
• Occasionally works evenings or weekends.
• Subject to demanding time lines and constant interruptions.

HAZARDS:

• Extended viewing of computer monitor.
• Sitting for an extended period of time.

• CPR/First Aid Certification (FIRST AID REQUIRED - NO ONLINE COURSES ACCEPTED - BLS DOES NOT INCLUDE FIRST AID)
• DMV Printout (no older than 30 days, MUST have valid CA Drivers License)
• Letter(s) of Recommendation (Two (2), must be DATED within one (1) year with a physical SIGNATURE - digital/typed signatures not accepted )
• Resume (MUST be current)
• Typing Certificate (adjusted/net 45 WPM minimum, 3-5 minute test - results must show name, adjusted/net WPM results and length of test)

**PLEASE READ CAREFULLY, EVERYTHING LISTED BELOW IS REQUIRED TO APPLY**REQUIRED ON APPLICATION:1. Completed Edjoin Application - ALL fields completed - Incomplete applications will be disqualified2. Graduation from High School or Equivalent.3. Supplemental Secretarial training and four (4) years of responsible secretarial experience involving public contact OR Any combination of education, training, and/or experience which demonstrates the ability to perform the essential duties may be substituted for the required experience and/or education. (MUST show in Education/Work History section of application)4. Contact Information for Three (3) Professional References: current/former supervisors/coworkers (MUST be provided on application in Professional References section)- please include email addressesREQUIRED TO BE UPLOADED IN ATTACHMENTS:1. A Current Resume2. TWO (2) Professional Letters of Recommendation from current/former supervisors/coworkers (both MUST have physical signature and be DATED within one year) - digital/typed signatures not accepted3. DMV Printout: Drivers Record Request (MUST be within last 30 days, no older) - must possess a valid CA Drivers License. Please see link under "Links Related to this Job"4. Typing Test: ability to type 45wpm on a 3 or 5 minute test (results must show name, adjusted/net WPM results and length of test; we do not look at gross results) - online tests accepted5. Valid First Aid Certification (no online courses) - please note that BLS (Basic Life Support: CPR/AED) does NOT include First Aid training & is not valid for this position**can upload proof of registration in an upcoming, in-person First Aid class in lieu of cardPreferred Qualifications:1. CPR certification preferred (no online courses)Required Upon Hire - Please do not attach to application:1. Certificate stating freedom from Tuberculosis upon hire2. Valid California Drivers License.

Applicants encouraged to read attached job descriptions. Please note that all required documentation must be attached to your application in order to be considered to move forward in the hiring process. ***Failure to attach all documentation will result in your application being screened out of the process.*** Candidates selected for appointment are required to be fingerprinted in our office at the employee's expense and must receive DOJ and FBI clearance before beginning work. Employees must be physically and mentally able to perform the essential duties of the position without hazard to themselves or others.

• CPR/First Aid Certification (FIRST AID REQUIRED - NO ONLINE COURSES ACCEPTED - BLS DOES NOT INCLUDE FIRST AID)
• DMV Printout (no older than 30 days, MUST have valid CA Drivers License)
• Letter(s) of Recommendation (Two (2), must be DATED within one (1) year with a physical SIGNATURE - digital/typed signatures not accepted )
• Resume (MUST be current)
• Typing Certificate (adjusted/net 45 WPM minimum, 3-5 minute test - results must show name, adjusted/net WPM results and length of test)