New Haven Unified School District
Location
Union City, CA | United States
Job description
Under general direction, to serve as executive secretary to the District Superintendent, relieving him of administrative and clerical details.
To perform highly complex and responsible clerical work; may supervise one or more clerical employees.
Serves as confidential secretary to the Superintendent
Receives and coordinates material for the preparation and distribution of the agenda for Board of Education meetings
Attends Board meetings, taking nonverbatim stenographic notes of business transacted and transcribes, types, and distributes the official Board meeting minutes Acts as informational liaison between the Superintendent and the Board of Education
Coordinates Board requests and activities
Performs secretarial duties for Board members, including preparation and filing of legally required elected office holder statements
Carries out assignments on own initiative without detailed instructions
Composes, types and assembles correspondence, reports, memos, and other materials independently
Receives and attempts to resolve complaints through knowledge of District rules and regulations
Reviews out-going correspondence, reports, newsletters, and pamphlets for consistency with operational procedures as well as for format, grammatical construction and punctuation
Screens and routes mail
Maintains Superintendent’s appointment calendar
Receives telephone calls and visitors for the Superintendent
Makes necessary arrangements for conference/business travel by Superintendent and/or Board members
May supervise other clerical workers
Performs all related duties as assigned.
Functions of clerical operations of a school district
Modern office methods, practices, and procedures, including principles and operation of word processing equipment
Correct English usage, spelling, grammar, punctuation, and composition, including letter and report writing and proofreading
The Brown Act requirements for school districts
Laws and regulations of the Education Code and District pertaining to assigned area
And principles of supervision and training.
Perform a wide variety of responsible secretarial work and coordinate a amount of administrative detail
Proficiently operate standard office equipment
Independently compose correspondence
Perform in situations requiring specialized knowledge, using tact and good judgment
Understand and apply complex policies and rules
Plan and supervise the work of others
Understand and carry out difficult oral and written instructions
Establish and maintain effective and harmonious working relationships with other employees, officials of the district, other agencies, and the public
Use good judgment in recognizing scope of authority
Provide leadership in establishing and maintaining high sense of purpose for confidential and clerical staff
Take dictation at a speed of 100 words per minute and transcribe it accurately
Type at a speed of 65 words per minute from clear copy.
Six years of increasingly responsible secretarial experience, which has included the exercise of independent judgment, preferably including experience in a school district; or any combination of training and/or experience which could likely provide the desired knowledge and abilities.
Completion of the twelfth grade supplemented with advanced courses in typing, shorthand, English usage, or graduation from a business or Junior College.
225 day workyear
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