SANTA CLARA COUNTY OFFICE OF EDUCATION
Job Description

ADMINISTRATIVE ASSISTANT, COUNTY SUPERINTENDENT’S OFFICE

SUMMARY:
Performs a wide variety of complex clerical, secretarial and administrative support functions for the Office of the County Superintendent of Schools and staff; provides information to Office and district staff regarding policies and laws governing schools; provides clerical services related to budget, payroll, files, and records; maintains confidential records and reports; acts as an ambassador for the Superintendent’s Office; and performs all other related duties.

ACTIVITIES:

85% ADMINISTRATIVE AND SECRETARIAL SUPPORT
Provides general administrative services to the County Superintendent of Schools composes, transcribes, proofreads a wide variety of confidential correspondence, legal documents and general correspondence; compiles data for special projects; receives and screens calls and visitors; answers inquiries and provides information to Office and school district staff and members of the public or refers them to appropriate staff; prepares materials and reports for the Board of Education and Office staff; takes and transcribes minutes for special committees and from Board of Education meetings, whenever necessary; orders, receives, initiates, and maintains a wide variety of files; has access to information relating to the Office's employer-employee relations; schedules appointments, meetings, travel, and conferences; frequently meets with internal staff to share information and data; and maintains routine flow of paperwork; and orders supplies.

10% BUDGET
Processes budget and payroll data; prepares and maintains the County Superintendent’s department budget and related documents; and assists in the monitoring of monthly expenditures.

5% RELATED ACTIVITIES
Performs all other related duties.

DECISION-MAKING AND PROBLEM-SOLVING:
Responds daily to calls from a large client population and must decide whether to answer questions within guidelines established or refer the call to other appropriate Office staff. Participates in developing and implementing short-term plans in own program/department; requires frequent exercise of discretionary judgment and specialized knowledge in interpreting and applying policies; situations are varied and moderately complex; and makes decisions that frequently have major impact on a division and/or its clients.

REQUIRED MINIMUM SKILLS AND ABILITIES:
Ability to organize office procedures and activities; ability to type 60 words per minute; ability to interpret policies, rules and regulations; ability to organize and perform work independently; skill in operating a variety of office machines including a desktop computer; and skill in using a variety of office applications. Ability to take dictation is preferred. Ability to communicate with precision in grammar, spelling, punctuation, document construction, and editorial enhancement; skill in collecting and assembling data, preparing reports, monitoring progress and analyzing data; skill in budget preparation; ability to evaluate program, system, or procedure design and suggest changes; ability to direct and train others of comparable skill; and skill in working effectively with others in a wide variety of situations.

REQUIRED MINIMUM TRAINING, EDUCATION, AND LICENSING:
High school diploma, plus certification of completion from a secretarial program; or an associate degree from an accredited college with major course work in office technology, business communications, or a related field; and a valid California driver's license.

REQUIRED MINIMUM PRIOR WORK EXPERIENCE:
Four years of job-related experience with demonstrated competence.

REQUIRED INTERACTION (NON-AUTHORITY):
Contacts are somewhat unstructured, and are frequently with high-level individuals inside and outside the work unit such as district superintendents, board members and internal staff; and contacts are to solve routine problems, seek data and gain cooperation.

 

 

Personnel Commission Approval: September 28, 2004; Revised July 28, 2005