SENIOR ADMINISTRATIVE SECRETARY (2349)

Job Type: Location Type: Not Specified

 

About the Employer

In Glendale Unified schools, we focus on maximizing student achievement, fostering students’ social and emotional growth, and creating a vibrant, inclusive environment where all children can learn and thrive. Glendale Unified is the third largest school district in Los Angeles County. We proudly serve 25,000 students in preschool through 12th grade and beyond.

We proudly offer dual immersion programs in seven languages; Armenian, French, German, Italian, Japanese, Korean, and Spanish. Glendale Unified also offers six magnet schools focused on technology, world languages, and visual and performing arts, and a wide variety of Career and Technical Education pathways beginning in middle school. Through a collaborative partnership with Glendale Community College, Glendale Unified offers students multiple opportunities to earn college credit before they graduate from high school, including our Hoover Early College Academy and Glendale High Cloud Computing and Computer Science Academy. We are excelling together to provide our students with endless pathways for success! Several of our schools are recipients of prestigious awards such as: National Blue Ribbon Schools, California Distinguished Schools, California Gold Ribbon Schools, and Title I Academic Achieving Schools.

Glendale Unified is a diverse school district that welcomes students and families from all over the world. Our students come from a wide range of ethnic, cultural, and socio-economic backgrounds and speak 35 different languages.

Job Summary

Performs a wide variety of complex and responsible secretarial and clerical duties for the Principal and/or Assistant Principal at a secondary school or an administrator of a department. Coordinates and oversees school office or department activities and assures smooth and efficient office operations at an assigned school or department; performs public relations and communications services. Exercises direct supervision over an office clerical staff. Provides basic training and onboarding to clerical staff including substitutes assigned to the school or department. Performs related duties as assigned.

Job Description / Essential Elements:

GLENDALE UNIFIED SCHOOL DISTRICT CLASS DESCRIPTION

SENIOR ADMINISTRATIVE SECRETARY

DEFINITION

Performs complex and responsible clerical, secretarial, and administrative duties for an administrator with broad program responsibilities, or the principal of a middle or high school. Clerical duties require the ability to perform skilled typing/keyboarding using a typewriter or computer.

DISTINGUISHING CHARACTERISTICS

A Senior Administrative Secretary performs complex clerical, secretarial, office management, and administrative duties and exercises direct supervision over an office clerical staff.

An Executive Secretary assumes full responsibility for and participates in the performance of clerical, secretarial, and administrative staff functions for the Chief Business and Financial Officer.

An Administrative Secretary performs complex and sensitive clerical, secretarial, office management, and administrative duties and may provide indirect supervision to general clerical positions.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by a high school or middle school principal or another high-level administrator.

Assignments require the direct and indirect supervision of general clerical positions.

EXAMPLES OF DUTIES

Plans, assigns, supervises, and participates in the work of the clerical section of the assigned office or school; reviews work upon completion for conformance to District standards.

Responds to complaints and requests for information in relation to the intent, coverage, and content of instructions, guides, precedents, and regulations; assists students, parents, and teachers by providing information.

Conducts special studies relating to the development and implementation of clerical activities; recommends organizational or procedural changes affecting administrative clerical activities.

Participates and assists in the administration of the office or school to which assigned; prepares comprehensive reports, compiles annual budget requests, and recommends expenditure requests for designated accounts; orders, receives, and stores supplies.

Reviews, logs, routes, and determines priority of correspondence; independently responds to letters and general correspondence.

Provides clerical and secretarial assistance to commissions and committees; takes, edits, and types minutes and distributes copies.

Takes and transcribes dictation from rough draft, shorthand notes, and recorded dictation.

Uses microcomputer, word processor, memory typewriter, or standard electronic typewriter to type a variety of materials such as charts, memoranda, requisitions, letters and reports.

Researches, compiles, and analyzes data for special projects.

Supervises and participates in the initiation and maintenance of files and records.

Supervises, trains and evaluates subordinates.

Performs related work, as required.

CLASS QUALIFICATIONS

Knowledge of:

English usage, spelling, grammar, and punctuation.

Office methods, procedures, equipment, and business letter writing.

Organization, procedures, and operating details of the District office or school to which assigned.

Ability to:

Analyze situations carefully and adopt effective courses of action.

Learn the procedures and operating details of the school or administrative office to which assigned.

Interpret and apply administrative and departmental policies, laws, and rules.

Type/keyboard input accurately at a speed not less than 55 net words per minute on a typewriter or computer.

Transcribe dictated material by using any appropriate skill such as shorthand, transcriber, speed writing, or machine shorthand.

Work independently in the absence of supervision.

Compose correspondence independently.

Compile and maintain complex and extensive records and prepare reports.

Understand and carry out oral and written directions.

Supervise, train, and evaluate subordinates.

EMPLOYMENT STANDARDS

Three years of recent experience in increasingly responsible and complex clerical work.

Desirable:

Written and oral proficiency in a second language.

LICENSE OR CERTIFICATE

When assigned to a middle or high school, possession of a Standard Red Cross First Aid Certificate within three months of employment.

Some positions in this classification are Confidential Management.

05/1980 – Classification established by Personnel Commission

12/1987 – Revision

03/1993 – Revision – Insurability/License

04/2006 – Revision to Class Description

6/13/2017 – Minor Revision to Employment Standards

Requirements / Qualifications

Comments and Other Information

After an offer of employment, a candidate must submit evidence of freedom from tuberculosis, fingerprint clearance with the Department of Justice, and a pre-employment physical exam (district-paid).

Statement of Non-discrimination (Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972 Section 504 of the Rehabilitation Act of 1973): The Board of Education is committed to equal opportunity for all individuals in education. District programs, activities and services shall be free from unlawful discrimination, harassment (including sexual harassment), intimidation, and/or bullying based on actual or perceived sex, race or ethnicity, color, national origin, nationality, religion, age, sexual orientation, sexual preference, ancestry, ethnic group identification, gender, gender expression, gender identity, physical or mental disability, marital or parental status, or on the basis of a person’s association with a person or group with one or more of these actual or perceived characteristics, or sexual harassment in any district service, program and/or activity that receives or benefits from state financial assistance. The Board shall promote programs which ensure that unlawful discriminatory practices are eliminated in all district activities. The District will take steps to assure that the lack of English will not be a barrier to admission and participation in district programs. A copy of the District’s Uniform Complaint Policy is available by calling (818) 241-3111, Ext. 1457. Complaints alleging noncompliance with this policy of nondiscrimination should be directed to the following personnel:
Title IX Coordinator: Dr. Kelly King, 223 N. Jackson St., (818) 241-3111, Ext. 1209, titleix@gusd.net