About this role
DEFINITION: Under general supervision, performs work of moderate difficulty in providing basic secretarial/clerical assistance; and performs related work as required. WORK LENGTH: 8 Hours Daily (M-F) DAYS WORKED: 228 Calendar Days EXAMPLES OF DUTIES:
• Takes and transcribes correspondence, memoranda, reports and minutes of meetings from oral or machine dictation, rough drafts, or instruction
• Performs a variety of clerical work related to the function to which assigned including use of a typewriter, computer terminal and other standard office equipment
• Compiles and types a variety of documents, technical and statistical reports, budgets and other materials where knowledge of format and presentation is necessary
• Answers correspondence independently
• Reviews and checks documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations
• Posts information to records where selection is based on use and purpose of the records
• Compiles and tabulates statistical data
• Services as receptionist
• Screens visitors and telephone calls
• Answers inquiries and furnishes information concerning standards, procedures, and programs
• Develops and maintains files and records
• Orders and maintains supplies and materials
• Opens, sorts, and distributes mail
• Makes appointments
• Operates varied office equipment
• May supervise one or more subordinate employees
• Schedules and coordinates departmental and district meetings
• Keeps tapes and transcripts of meetings
• Prepares correspondence, memos and agendas for meetings within guidelines of the Education Code Sections
• Maintains case files, ensures that due process is followed in cases of suspension, expulsion and truancy
• Maintains financial records, makes bank deposits and balances bank statements
• Maintains records and quarterly reports
• Audits and calculates billing forms
• Schedules audio-visual and other types of equipment
• Performs master scheduling functions
• Interprets printouts
• Maintains daily records of scheduling processes
• Assists new students in orientation procedures
• Receives checks
• Processes and distributes all report cards
• Maintains files relating to student disciplinary concerns
• Serves as an information source regarding school matters to the public through telephone inquiries or visitation to the office
• Assists in some aspects of registration and attendance
• Reviews and relays telephone messages between parents and teachers regarding school related matters
• Compiles, types, and monitors specific budgets
• Arranges for home instruction
• Trains and supervises students
• Prepares the master calendar
• Provides and prepares various forms such as for lockers and use of premises
• Prepares daily bulletins, election ballots, time sheets, student body cards, programs, senior ball bids
• Assists in preparation of graduation exercises
• Arranges for bus transportation
• Arranges for chaperones
DESIREABLE QUALIFICATIONS: Training and Experience: Two years of responsible office experience. Some positions may require one year of stenographic experience or an equivalent combination of training and experience. Knowledge and Skills:
• Good knowledge of office practices and procedures and standard office machines and equipment
• Good knowledge of letter procedures, forms and terminology
• Some knowledge of basic accounting procedures
• Some knowledge of supervisory principles and techniques
• Good knowledge of district organization, policy and operations
• Working skill in operating a typewriter rapidly and accurately
• Working skill in maintaining various office records, accounts and files
• Some skill in preparing legal documents from general instructions
• Working skill in composing letters or memoranda, preparing reports and establishing records and file systems
• Working skill in working independently without specific instructions
• Working skill in establishing effective relationships with other employees and the public
• Working skill in taking dictation either for shorthand or stenotype machine and transcribing dictation with speed and accuracy is required in some positions
• Working skill in communicating effectively with the public and school staff
• Working skill in the operation of a computer terminal
School position may require some skill in administering first aid.
DIABLO UNIFIED SCHOOL DISTRICT 5/90