POWAY UNIFIED SCHOOL DISTRICTAssistant Superintendent, Personnel
CLASSIFIED POSITION DESCRIPTIONDate: 10/97 Issue No: 5
SECRETARIAL - CONFIDENTIALPage 1 OF 3
ASSISTANT TO THE SUPERINTENDENT
BASIC FUNCTION:
Under general direction, serve as confidential secretary and administrative assistant to the Superintendent, performing a wide variety of highly independent, difficult, and complex secretarial, clerical, and administrative support services in the office of the Superintendent.
REPRESENTATIVE DUTIES:
Acts as confidential secretary and administrative assistant to the Superintendent, relieving the Superintendent of a wide variety of technical and administrative detail. E
Manage the overall operation of the office of the Superintendent; designs and implements office, records, and filing systems. E
Opens, reads, and routes mail and marks important sections of mail for attention of the Superintendent; composes correspondence on own initiative on matters not requiring personal responses by the Superintendent. E
Receives visitors and screens telephone calls and complaints from the public, staff, and parents exercising considerable judgment and provides information, refers to an appropriate staff member, or makes appointment with the Superintendent. E
Provides information to staff and the public where independent judgment, knowledge, and interpretation of policies, procedures, and regulations as well as District functions are required; makes decisions on procedural matters within the scope of the position’s responsibility. E
Independently composes, prepares, and assembles materials such as correspondence, news releases, and summary reports and researches, compiles, and collects statistical, financial, and other diverse and specialized information, including a variety of District award and recognition programs. E
Coordinates the Superintendent’s calendar, schedules appointments, arranges accommodations for meetings and conferences involving statewide organizations, agencies, and representatives, as well as District activities such as staff development programs; makes arrangements for meeting facilities and materials, coordinates travel arrangements, prepares meeting agendas and minutes and completes follow-up activities. E
Reviews and checks budget, travel/conference, and other procedural documents and records for accuracy, completeness, and conformity with appropriate rules, regulations, and District standards. E
Maintains complex records and files such as those related to the District’s legislative program and transmits confidential, controversial, or sensitive information involving contacts with a wide variety of individuals including the District’s legislative and legal representatives, and the media. E
Arranges and prepares for meetings of the Superintendent and District staff, such as office materials, rooms, refreshments, furniture, and equipment. E
Provides information to staff and the public regarding interpretation of District policies, procedures, and regulations. E
Acts as a resource person for the District’s secretarial and clerical support staff. E
Independently composes, prepares, and assembles materials such as correspondence and summary reports, including the annual Board goals; researches topics; compiles and collects statistical, financial, and other diverse and specialized information. E
Manages the overall operation of the Superintendent’s office and delegates duties as appropriate. E
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
District policies, laws, rules and regulations related to functions of the Superintendent's office.
Organization and collection data.
Principles and practices of training and providing work direction to others.
Agenda preparation and distribution techniques.
Modern office practices, procedures and equipment.
Letter and report preparation techniques.
Data management.
Storage and retrieval systems.
Receptionist and telephone techniques and etiquette.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Computational methods.
ABILITY TO:
Perform a variety of highly independent, difficult and complex secretarial, clerical and administrative support services for the Superintendent's office.
Serve as confidential secretary to the Superintendent.
Perform difficult, complex and confidential responsible clerical and secretarial work independently and effectively.
Prepare, review and distribute agendas as assigned.
Maintain current knowledge of program rules, regulations, requirements and
restrictions.
Read, interpret, apply and explain rules, regulations, policies and procedures.
Analyze difficult and sensitive situations and adopt an appropriate course of action.
Compose correspondence and other narrative material.
Assemble and compile data/information and prepare reports.
Maintain complex files and records.
Understand and retain a variety of policies, procedures and technical written material and information.
Operate a variety of office equipment including microcomputers, computer terminals, word processors, typewriters, and dictaphone equipment.
Type at 60 words per minute from clear copy.
Work confidentially with discretion.
EDUCATION AND EXPERIENCE:
Any combination equivalent to: graduation from high school including or supplemented by training in business office management and four years of increasingly responsible secretarial experience performing a wide variety of duties. (School district experience highly desirable but not required.)
WORKING CONDITIONS:
ENVIRONMENT:
Office environment.
PHYSICAL ABILITIES:
Dexterity of hands and fingers to operate a computer keyboard and other office equipment.
Hearing and speaking to exchange information in person or on the telephone.
Seeing to read, prepare and review various materials.
Sitting for extended periods of time.
CON/ASST