Position: Level 1 Administrative Secretary
Start Date: May 29, 2025
End Date: October 17, 2025
Top Qualifications:
- Fully bilingual (Spanish/English), with the ability to speak and write in Spanish
- 3+ years of ands on administrative experience
JOB DESCRIPTION:
Our client is seeking an Administrative Secretary for a contract opportunity. Under direction, performs a wide variety of clerical and secretarial duties in support of the assigned program or department.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Meetings and Conferences:
- Prepares and distributes notices and agendas;
- Schedules meetings and facility arrangements including equipment needs, refreshments, set-up and breakdown;
- Prepares, delivers, and sets up supplemental materials;
- Monitors participant attendance;
- Prepares and distributes minutes and follow-up actions.
Communications and Interpersonal Relations:
- Interprets, clarifies and explains policies and programs to students, staff, parents and the general public;
- Communicates orally and in writing with school district personnel and outside agency personnel relating to programs, students, etc.;
- Develops routine letters, memos, reports and telephone messages;
- Serves as receptionist to office or school site, screening and greeting callers and visitors;
- Screens phone and mail for prioritization and action.
Recordkeeping/Filing:
- Maintains budget records, including recordkeeping of expenditures;
- Maintains mileage logs, prints requisitions and telephone logs;
- Maintains and updates assigned list serves;
- Requests and receives, or transfers student records;
- Establishes, maintains and updates changes to records, files, and other data information including extracting data for a variety of requests or reports;
- Completes student progress reports and documents;
- Completes accident and illness reports, monitors staff time records and records staff absences;
- Develops and maintains filing systems for ease of access.
Word Processing/Keyboarding/Dictation/Transcription:
- Word processes and edits text electronically utilizing various software programs;
- Keyboards schedules, instructional materials, contracts, student and staff records, meeting agendas and minutes, transaction documents, purchase orders, mileage records, travel/conference records, newsletters and flyers including design and layout, budgets, class lists, reports, and schedules of activities;
- Under direction, updates webpage, uploading and linking information;
- Receives and transcribes forms of dictation into a variety of documents including letters, memos, telephone messages, minutes of meetings and reports;
- Takes minutes, draft minutes.
Scheduling and Coordinating:
- Develops and maintains calendars including appointments;
- Schedules and notifies of meetings, workshops, special events, IEP meetings, special procedures;
- Schedules and orders equipment as needed;
- Coordinates duplication of department forms as well as printing and supply requisitions;
- Coordinates student rosters and staff lists;
- Schedules and prepares travel and conference accommodations;
- Schedules interviews, appointments, or staff coverage, including substitutes, as needed.
Budget Preparation and Maintenance:
- Prepares supply requisitions;
- Monitors receipt of materials and invoices;
- Processes gifts/donations;
- Receives and deposits fees;
- Processes Professional Expert Agreements (PEA), Independent Contractor agreements, billing, or invoices for district utilization of service, workshop attendance or other activities.
- Performs other duties as assigned requiring essentially the same effort, skill and responsibilities when work requirements are changed or modified
MINIMUM QUALIFICATIONS:
- Fully bilingual (Spanish/English), with the ability to speak and write in Spanish
- 3+ years of ands on administrative experience
- Successfully, an individual must be able to perform each essential duty satisfactorily.
- Any combination of education, training and/or experience which demonstrates ability to perform the duties as described, including courses in office practices and procedures and experiences in relating effectively with staff and the public.
- Operate a computer and software, dictation/transcription equipment, calculator and duplicating equipment;
- Prepare and maintain accurate records and files;
- Keyboard at 60 WPM accurately from written copy or machine transcription;
- Establish and maintain cooperative working relationships with those contacted during performance of job duties;
- Plan, organize, and prioritize own work to meet deadlines and accomplish tasks within established timelines;
- Maintain orderly work environment and perform tasks in a prescribed and safe manner;
- Respond promptly to requests of internal and external clients; provide needed information, assistance, training, materials, and resources;
- Maintain and improve professional skills and knowledge;
- Be flexible and receptive to change.