Overview
Administrative Secretary Jobs in Hayward, CA at Hayward Unified School District
Full Job Description
Description
Under the direction of an assigned administrator, provide varied and complex secretarial support services to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications for the assigned supervisor.
Examples of Duties
ESSENTIAL DUTIES:
Provide varied and complex secretarial support services to relieve the administrator of administrative and clerical detail; organize office activities and coordinate flow of communications; assure office runs smoothly.
Receive visitors, including administrators, staff, parents and the public; provide information or direct visitors to appropriate personnel; provide detailed and technical information concerning policies and procedures where judgment, knowledge and interpretation of procedures and regulations are required.
Assure timely communications between assigned office and District employees; initiate phone calls to receive and transmit information; resolve issues as appropriate; refer difficult situations to the administrator.
Answer telephones, screen and route calls; take and relay messages as appropriate; serve as a resource to others concerning policies and procedures.
Research and compile a variety of information; compute statistical information for various federal, State and District reports; process and evaluate a variety of forms related to assigned functions.
Maintain department budgets and assure that accounts are accurate and expenditures are within federal or State requirements; initiate purchase requisitions and budget transfers.
Compose, independently or from note or rough draft, a variety of materials including inter-office communications, applications, requisitions, forms, letters, contracts, special projects, legal documents and other materials; establish and maintain project and confidential files.
Coordinate, schedule and attend a variety of meetings; prepare and send out notices of meetings; maintain appointment calendar; collect and compile information for meetings, projects and workshops.
Prepare agenda items and back-up materials for a variety of meetings; prepare charts and statistical information as needed; attend meetings and take and transcribe minutes.
Maintain a variety of complex personnel records, lists, files and records including confidential materials; administer payroll for department including completion and submission of time sheets as directed; assure confidentiality of information and records.
Inventory, order, receive and distribute office supplies and materials; prepare purchase requisitions; communicate with vendors to obtain price quotes.
Train and provide work direction and guidance to assigned staff; provide recommendations for employee evaluations.
Receive, open, sort, screen and distribute incoming mail; compose replies independently or from oral direction.
Coordinate travel and conference arrangements for staff; prepare related forms and reimbursements.
Operate a variety of office equipment including a copier, fax machine, typewriter and a computer and assigned software; utilize a computer and peripheral equipment to record information and generate lists, reports and other materials.
OTHER DUTIES:
Develop and implement office procedures to assure complete and timely operations; create office forms which facilitate work flow.
May be responsible for maintaining the departments petty cash fund.
Assis…
Title: Administrative Secretary
Company: Hayward Unified School District
Location: Hayward, CA
Category:
