Secretary

Conejo Valley Unified School District Thousand Oaks, CA
BASIC POSITION FUNCTION Benefits Supplemental Questions

APPLICATION PROCESS

Complete the on-line application by clicking the "Apply" link above. Do not abbreviate job titles for yourself or employers. All pertinent employment with a Temporary Agency must indicate frequency and length of assignment. Prior to submitting your application, verify it reflects all relevant experience and education.

EXAMINATION PROCESS

1. Training and Experience Evaluation - Pass/Fail

Applications will be screened for best qualified applicants to compete in the competitive examination process.

If it is determined that your application meets the minimum requirements for this position, your application may be scored by a panel of Subject Matter Experts (SMEs). Scoring will be based upon scope and length of experience, responses to the Supplemental Questions, and general application appearance (e.g., sentence structure, grammar, and spelling).

For those passing the Training and Experience Evaluation (notified after the recruitment closing date):

2. Performance Examination – TBD

The Performance Examination will consist of document creation/revision utilizing Microsoft Office Word and Excel 2016, as well as an on-line multiple choice examination assessing fundamental knowledge for the position.

For those passing the General Fitness / Performance Examination:

3. Structured Oral Interview – Date TBD

The Structured Oral Interview will be before a panel and contain questions that assess technical knowledge, experience, and one's general fitness for successful performance in the position.

A total score will be computed using weighted scores on all testing components. Applicants must receive a passing score on the oral examination to be placed on the year-long eligibility list. The top 3 ranks (scores) on the eligibility list are eligible for the hiring interview for each vacancy in this classification within the life of the list.

4. Bilingual-Spanish Competency Test - Pass/Fail

For those that identify as bilingual, optional test to fill current vacancy.

BASIC POSITION FUNCTION

Under general supervision, to serve as secretary to a department head or administrator relieving him/her of administrative and clerical detail; to perform difficult and responsible secretarial clerical work; to interpret departmental policies and regulations; to do related work as required.

CLASS CHARACTERISTICS

Positions allocated to the class of Secretary perform a variety of administrative tasks with a minimum of supervision in addition to the usual clerical duties required of a secretarial position. Positions in this class will normally exist only in those departments where the administrator who is the secretary's supervisor, has delegated a substantial amount of administrative detail and non-routine work to his secretary. The class of Secretary is distinguished from the next higher class of Administrative Secretary by such factors as a nature and scope of the functions of the department, the variety and complexity of the work, and the level of public contacts of the administrator. Although there is a direct relationship between the scope of the administrator's responsibility and the possible scope of the secretary's responsibility, secretarial positions are not classified solely on the basis of the level of the supervisor. Other factors affecting the scope of the secretary's responsibility are the presence or absence of other positions that tend to dilute or strengthen the secretary's responsibilities, and the degree to which clerical and administrative tasks may be delegated to the secretary due to the nature of the supervisor's function.

ESSENTIAL DUTIES/RESPONSIBILITIES:Screens incoming correspondence routed to superior, refers to appropriate staff member for reply, and follows up to insure that deadlines are met;

Arranges correspondence for department head's/administrator's personal reply in order of priority with appropriate background material attached for reference;

Independently or in accordance with general instructions, composes correspondence on a wide range of subjects requiring a thorough knowledge of the procedures and policies of the department and District;

Reviews outgoing correspondence prepared by other staff members for supervisor's signature for consistency with administrative policy as well as for format, grammatical construction, and clerical error;

Gathers and summarizes data;

Attends meetings and conferences, summarizes notes into minutes and distributes minutes;

Transcribes difficult dictation from tape dictation equipment;

Screens a variety of visitors and telephone calls, and, where appropriate refers to other staff members or personally gives out authoritative information on established departmental programs and policies;

Arranges meetings, prepares agenda, and makes adjustments as necessary in scheduled meeting times;

Maintains confidential and administrative files;

May supervise the work of clerical assistants.

MINIMUM ENTRANCE QUALIFICATIONS:Experience:

Two years of responsible secretarial experience, including public contact responsibilities.

Education:

Persons with the experience, knowledge and abilities as stated are considered to have the necessary education.

JOB COMPETENCIES: Knowledge, Skills, and Abilities:Knowledge of:

The functions and basic clerical operations of an administrative office;

Office methods and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing;

The elements of English usage;

Basic techniques of supervision.

Ability to:

Learn, interpret and apply administrative and departmental policies, laws and rules;

Understand and follow complex instructions, both oral and written;

Take responsibility and use good judgment in recognizing scope of authority;

Compose correspondence independently;

Plan, organize and supervise the work of others;

Keep difficult records and prepare reports;

Meet the public situations requiring tact, diplomacy and poise;

Type at a rate of 50 words per minute from clear copy;

Accurately transcribe from tape dictation equipment;

Operate a computer for word processing, spreadsheet creation/management and database management.

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