Administrative Secretary III, Confidential

Bakersfield City School District; Bakersfield (CA); On-site; USD 45,000 - 69,000; Full time

Job summary

Bakersfield City School District seeks an Administrative Secretary III, Confidential to provide professional support to educational administration. The role includes transcribing dictation, document preparation, budgeting assistance and data reporting.

Responsibilities involve handling inquiries, coordinating files, preparing board materials, and assisting with minutes for meetings. Requires organization, independent judgment and a valid California driver for district business.

Qualifications

• Knowledge of office practices and procedures; familiarity with district policies and operations.
• Experience in stenographic and clerical work of responsible nature.
• Ability to proficiently take and transcribe dictation.
• Ability to utilize computer equipment/software to produce reports, letters, records and presentations.
• Ability to perform accurate computations and prepare statistical documentation; operate office machines.
• Ability to write and prepare reports, letters, surveys and legal documents of professional quality.
• Ability to exercise independent judgment and maintain quality control of outputs.
• Ability to work harmoniously with others; supervise and evaluate others' work.
• Must have a valid drivers license and personal car for district business.
• Must pass required tests.

Responsibilities

• Performs secretarial duties of responsible nature; takes and transcribes dictation; prepares letters, requisitions, surveys, resolutions and board materials.
• Answers inquiries using initiative within policies and procedures.
• Answers phone; schedules appointments; maintains files; supervises and prepares periodic reports.
• Compiles and prepares materials as assigned.
• Assists in developing and maintaining budget and accounting procedures; performs bookkeeping tasks.
• Reviews documents for accuracy and conformance to policies and procedures.
• Collects and compiles data; prepares office budget; interviews staff and public; handles inquiries.
• Prepares data for Board of Education meetings; may attend meetings and records minutes.
• May take and transcribe minutes at committee meetings with senior staff.
• Collaborates with Board members to schedule district meetings and distribute information.
• Performs other related duties as assigned.

Skills

Office procedures

Stenography

Dictation transcription

Computer skills

Data entry & computing

Documentation

Quality control

Team coordination

Driver's license

Testing compliance

Job description

ADMINISTRATIVE SECRETARY III, CONFIDENTIAL

Qualifications

• Knowledge of office practices and procedures, preferably specific knowledge of district policies, procedures and operations
• Experience in stenographic and clerical work of responsible nature
• Ability to proficiently take and transcribe dictation
• Knowledge, training and ability to effectively utilize computer equipment and software to produce variety of documents, including but not limited to reports, letters, records and presentation materials
• Ability to make accurate computations and prepare statistical documentation; ability to operate office machines
• Ability to organize, write and prepare reports, letters, surveys and legal documents of professional quality
• Ability to use independent judgment and maintain quality control of department output
• Ability to work harmoniously with others; ability to supervise and evaluate work of others
• Valid driver's license and personal car for use on district business
• Must pass required tests

REPORTS TO: Administrator as assigned

JOB GOAL

To provide professional services which will contribute to effectiveness of educational administration

Performance Responsibilities

• Performs secretarial duties of responsible nature; takes and transcribes dictation of various types; composes correspondence from brief notes and oral instructions; operates office machines, computer terminal and word processing equipment; types letters, requisitions, surveys, resolutions, board materials and various legal documents
• Answers inquiries involving use of initiative and independent judgment within limits of established policies and procedures
• Answers telephone; arranges appointments; sets up and maintains files; supervises, checks and prepares special and periodic reports involving compilation of materials and data
• Compiles and prepares materials as assigned
• Assists in developing and maintaining budget and other accounting procedures of the office; performs bookkeeping tasks associated with position
• Answers correspondence independently; reviews and checks documents and records for accuracy, completeness and conformance to legal policies and established procedures
• Collects, selects, and compiles data; prepares office budget, interviews staff and public; answers telephone and counter inquiries involving initiative and independent judgment
• Prepares and assembles data for Board of Education meetings; may attend Board of Education meetings; records official actions and prepares minutes as required
• May be required to take and transcribe minutes at various committee meetings requiring participation of superintendent or assistant superintendent
• Works closely with Board of Education members to schedule district meetings and activities; screens and routes phone calls and inquiries to Board members; distributes informational items to Board members
• Performs other related duties as assigned

SALARY

$32.60 - $50.07 per hour

EVALUATION

Performance of this job will be evaluated in accordance with the District's "Improvement of Professional Services" handbook, Board Policies and Procedures and consistent with collective bargaining agreements when applicable

NEW PROBATIONARY EMPLOYEES AND PERMANENT EMPLOYEES WHO BECOME PROBATIONARY UPON RECLASSIFICATION

A new employee, or a permanent employee who is changed to a new classification, shall serve a probationary period, which shall not exceed six (6) months of duty time exclusive of leaves of absence or other absences. During this probationary period the employee must meet the required standards of performance to be recommended for permanent status in the classification. A probationary classified service employee may be terminated from the probationary classification at any time without cause, without right of appeal or hearing before the Board of Education. Pursuant to Education Code section 45113, a permanent employee who accepts a promotion and fails to complete the probationary period for that promotional position, shall be employed in the classification from which he or she was promoted.

Required Testing

Must have passed clerical test within the last 3 years of closing deadline. Clerical test will be offered upon selection.

Copies of required certificates, transcripts or diplomas may be submitted with application. District may require that originals be presented for verification prior to employment. Please check with Human Resources regarding acceptable documents. For positions requiring college course work official transcripts will be required upon employment.

It is the applicant's responsibility to meet all application requirements and supply copies of all required documents. A separate set of paperwork is required for each application submitted. All application materials submitted become the property of Bakersfield City School District.

Conditions Of Employment

Some positions may require proof of privately owned automobile insurance and the possession of a valid California Motor Vehicle operator's license. Fingerprint clearance by the Federal Bureau of Investigation and the California Department of Justice is a condition of appointment after all other required job conditions have been met. Must present verification of completion of Child Abuse Mandated Reporter training or obtain verification within six (6) weeks of hire and annually thereafter, as required by the California Child Abuse Neglect Reporting Act as well as Sexual Harassment Prevention Training for Non-Supervisory staff.

The Bakersfield City School District wishes to thank all applicants for their interest in this position. Positions may be re advertised or application deadlines extended at the discretion of the District. Unless otherwise notified by the District, applications received in response to this bulletin will be considered for available District positions in this classification during the current school year. Those meeting minimum qualifications, including passage of required tests, will remain active during this time. Applicants will not be individually notified of their application status.

AB2534 and SB848

Effective January 1, 2025, Assembly Bill (AB2534) and January 1, 2026, Senate Bill (SB848), mandates all certificated and classified applicants provide a complete and accurate list of every school district, county office of education, charter school, and/or state special school (Local Educational Agencies (LEA)) where the applicant has previously worked, regardless of the length of service, including full-time, part-time and substitute employment. If multiple LEAs are within the same district, only the district information is required. Failure to disclose any previous educational employment and/or providing false information in a job application may result in the disqualification of your application.

Any candidates contacting, directly or indirectly, any member of the Board of Education and/or administration with the intention of influencing their or another candidates' selection to any administrative position shall be disqualified without recourse.

The provisions of this bulletin do not constitute a contract expressed or implied and any of the provisions contained herein may be modified or revoked without notice.

NONDISCRIMINATION POLICY

The Bakersfield City School District (BCSD) is committed to equal opportunity for all individuals in education and in employment. BCSD prohibits discrimination, harassment, intimidation, and bullying in any employment practice, education program, or educational activity on the basis and/or association with a person or group with one or more of these actual or perceived characteristics of age, ethnicity or race, which is inclusive of traits historically associated with race, including but not limited to, hair texture and protective hairstyles, such as braids, locks, and twists, color, ancestry, nationality, national origin, immigration status, ethnic group identifications, religion, pregnancy, marital status, parental status, physical disability, mental disability, sex (including sexual harassment), sexual orientation, gender, gender identity, gender expression, medical information, genetic information, homelessness, foster status, military veteran status, political affiliation or any other basis prohibited by California state and federal nondiscrimination laws consistent with Education Code 200, 220 and 234.1, Penal Code 422.55, Government Code 11135, Section 504, and Title IX. Not all bases of discrimination will apply to both education services and employment. If you believe you, or your student, have been subjected to discrimination, harassment, intimidation, or bullying you should contact your school site principal and/or the District's Chief Equity Compliance Officer, Section 504 Coordinator, and Title IX Coordinator, Amanda Robinson, by phone at [phone], by email at [e-mail], or in person at 1300 Baker Street, Bakersfield, CA 93305. Copies of BCSD's Uniform Complaint policy, Sexual Harassment policy, and Nondiscrimination policies are available upon request.