Staff Secretary IV - Confidential - Human Resources - Pos#2642 (Internal/External Advertisement)

Nimble; Vallejo (CA); On-site; USD 60,000 - 70,000; Full time

Job summary

Vallejo City Unified School District is seeking a Staff Secretary IV (Confidential) to perform specialized clerical work under the Department Manager. The role supports district policies, handles confidential materials, and may assist with recruiting, testing, and applicant selection.

You will manage calendars, prepare board materials, coordinate meetings, and maintain multiple records while ensuring accuracy and compliance with district rules.

Qualifications

• Graduation from high school or equivalent.
• Advance courses in typing, stenography, computers and office practice.
• Four years of varied and progressively more responsible clerical experience including at least one year of computer use while performing secretarial duties for an administrative officer.

Responsibilities

• Perform specialized secretarial and clerical work to assist department with district-wide impact.
• Answer inquiries and provide approved information to the public and school personnel.
• Plan, organize, and coordinate office and department activities; know department policies and procedures.
• Formulate, organize and edit materials; prepare Board agenda items and related materials.
• Prepare minutes, letters, correspondence and memos, including confidential materials.
• Schedule meetings and travel; maintain the Director's calendar.
• Prepare and maintain reports, lists and records for assigned functions.
• Calculate EEO statistics and prepare EEO reports.
• Recruiting, testing and selecting applicants duties.
• Review applications for completion and enter data into computer systems.
• Maintain communications with applicants during selection; distribute correspondence.
• Operate office equipment including computer, typewriter, copier.
• Maintain confidential personnel records and files.
• Prepare requisitions and bills; ensure inventory of supplies.
• Receive, open and screen mail; compose replies.
• Train and provide work direction to clerical personnel.
• Perform related duties as assigned.

Skills

Clerical skills

Recordkeeping

Office software

Communication

Interpersonal skills

Time management

Education

High school diploma

Typing/stenography/office technology

4 years clerical experience

Tools

Office machines

Job description

VALLEJO CITY UNIFIED SCHOOL DISTRICT

Human Resources

665 Walnut Avenue, Vallejo, CA 94592

JOB DESCRIPTION

STAFF SECRETARY IV (CONFIDENTIAL)

Title: Staff Secretary IV Reports To: Department Manager or Designee

Department: Various Work Year: 241 Days per year

Classification: Classified Salary: See Confidential (Management) Salary Schedule

Date Approved: January 2007

DESCRIPTION OF POSITION:

The Staff Secretary IV under the direction of the Department Manager or designee, performs a variety of specialized and clerical work. The Staff Secretary IV assists with administrative matters requiring the knowledge of department policies and procedures, related to district rules and regulations. The Staff Secretary IV may also perform a variety of duties relating to recruiting, testing, and selection of applicants.

REPRESENTATIVE DUTIES:

E1

• Perform a variety of responsible and specialized secretarial and clerical work to assist with work related to the department with major District wide impact.
• Answer and refer inquiries and give out approved information to the public and school personnel over the telephone and in the department.
• Plan, organize and coordinate office and department activities to assist with administrative matters requiring knowledge of department policies and procedures, related to district rules and regulations.
• Formulate, organize and edit materials originating in the office, prepare Board agenda items and related materials.
• Prepare minutes, letters, correspondence and memos, including materials of a confidential nature; prepare correspondence and memoranda independently or from oral instruction.
• Schedule meetings appointments, and travel accommodations for the Director and other department staff; maintain the Director's calendar.
• Prepare and maintain a variety of reports, lists and records related to assigned functions.
• Calculate Equal Employment Opportunity statistics as required and prepare EEO Reports.
• Perform a variety of duties related to recruiting, testing and selecting applicants.
• Review applications for completion, accuracy and satisfaction with minimum requirements; enter data into computer terminal.
• Maintain communications with applicants during the selection process and distribute correspondence according to established guidelines.
• Use a variety of office equipment proficiently, including a personal computer and computer terminal, typewriter, copy machine.
• Establish and maintain a variety of complex and confidential personnel records, lists, files and records.
• Prepare requisitions, assuring correct budget numbers, requisition materials to assure adequate inventory of office supplies and equipment; prepare billings for services provided by the district to outside agencies and to the public.
• Receive, open and screen incoming mail and independently compose replies according to established procedures.
• Train and provide work direction to clerical personnel as assigned.
• Perform related duties as assigned.

EDUCATION AND CREDENTIALS:

• Graduation from high school or equivalent.
• Advance courses in typing, stenography, computers and office practice.
• Four years of varied and progressively more responsible clerical experience including at least one year of computer use while performing secretarial duties for an administrative officer.

KNOWLEDGE SKILLS AND ABILITIES:

KNOWLEDGE OF:

• Practices and procedures related to classified and certificated personnel.
• Modem office practices, procedures and equipment.
• Record-keeping techniques, filing systems and information management.
• District organization, operations, policies and objectives.
• Correct oral and written usage of English.
• Operation of office machines including proficiency on computer and computer programs and word processing applications.
• Telephone techniques and etiquette.
• Interpersonal skills using tact, patience and courtesy.
• Oral and written communications skills.

ABILITY TO:

• Perform a variety of duties related to recruiting, testing and selecting applicants.
• Learn department and program objectives and goals.
• Perform a variety of responsible and technical clerical work in support of an assigned function or program.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Work independently with little direction.
• Plan and organize work.
• Meet schedules and timelines.
• Establish and maintain cooperative and effective working relationships with others.
• Perform duties effectively with many demands on time and constant interruptions.
• Maintain records and prepare reports.
• Give out information over the counter and by telephone.
• Considerable skill in handling confidential material and matters with discretion.
• Skill in dealing tactfully and effectively in person and on the phone.
• Understand and follow oral and written directions.
• Operate a variety of office equipment such as a typewriter, computer terminal, copiers and others as required by the position.

LICENSE AND OTHER REQUIREMENTS:

• Valid California driver's license.

WORKING CONDITIONS:

• Office environment; subject to constant interruptions and driving to various sites to deliver information and work.

PHYSICAL REQUIRMENTS

Frequency Key; None (1) Occasional - up to 25% of shift (2);Intermittently - up to 50% of shift (3); Frequently — up to 75% of shift (4)

Bend 3

Lift/carry 0-10 lbs 4

Twist 3

Lift/carry 11-25 lbs 4

Squat 3

Lift/carry 26-40 lbs 3

Kneel 2

Lift/carry 41-100 lbs 2

Climb 2

Stand 4

Reach above shoulder 4

Walk 4

Grip/Grasp 4

Sit 4

Extend/Flex Neck 3

Drive 3

Use Right Hand 4

Perform Repetitive Hand Motions 3

Use Left Hand 4

Keyboarding/Mouse Work 4

Ability to See 4

Ability to Hear 4

THE VALLEJO CITY UNIFIED SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER and in compliance with federal and state laws, does not discriminate in any employment practice on the basis of age, ancestry, color, marital status, medical condition, national origin, political or union affiliation, physical or mental disability, race, religion, sexual orientation or sex. The District is in compliance with ADA requirements.