Under the direction of an assigned administrator, provide varied and complex secretarial support services to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications for the assigned supervisor.

ESSENTIAL DUTIES:
Provide varied and complex secretarial support services to relieve the administrator of administrative and clerical detail; organize office activities and coordinate flow of communications; assure office runs smoothly.

Receive visitors, including administrators, staff, parents and the public; provide information or direct visitors to appropriate personnel; provide detailed and technical information concerning policies and procedures where judgment, knowledge and interpretation of procedures and regulations are required.

Assure timely communications between assigned office and District employees; initiate phone calls to receive and transmit information; resolve issues as appropriate; refer difficult situations to the administrator.

Answer telephones, screen and route calls; take and relay messages as appropriate; serve as a resource to others concerning policies and procedures.

Research and compile a variety of information; compute statistical information for various federal, State and District reports; process and evaluate a variety of forms related to assigned functions.

Maintain department budgets and assure that accounts are accurate and expenditures are within federal or State requirements; initiate purchase requisitions and budget transfers.

Compose, independently or from note or rough draft, a variety of materials including inter-office communications, applications, requisitions, forms, letters, contracts, special projects, legal documents and other materials; establish and maintain project and confidential files.

Coordinate, schedule and attend a variety of meetings; prepare and send out notices of meetings; maintain appointment calendar; collect and compile information for meetings, projects and workshops.

Prepare agenda items and back-up materials for a variety of meetings; prepare charts and statistical information as needed; attend meetings and take and transcribe minutes.
Maintain a variety of complex personnel records, lists, files and records including confidential materials; administer payroll for department including completion and submission of time sheets as directed; assure confidentiality of information and records.

Inventory, order, receive and distribute office supplies and materials; prepare purchase requisitions; communicate with vendors to obtain price quotes.

Train and provide work direction and guidance to assigned staff; provide recommendations for employee evaluations.

Receive, open, sort, screen and distribute incoming mail; compose replies independently or from oral direction.

Coordinate travel and conference arrangements for staff; prepare related forms and reimbursements.

Operate a variety of office equipment including a copier, fax machine, typewriter and a computer and assigned software; utilize a computer and peripheral equipment to record information and generate lists, reports and other materials.

OTHER DUTIES:
Develop and implement office procedures to assure complete and timely operations; create office forms which facilitate work flow.

May be responsible for maintaining the departments petty cash fund.

Assist assigned administrator by performing research and special projects as requested.

Attend and participate in a variety of in-service trainings and meetings.

Perform other duties, related to the job, as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:
Modern office practices, procedures and equipment.
Telephone techniques and etiquette.
District organization, operations, policies and objectives.
Applicable sections of State Education Code and other applicable laws.
Financial and statistical record-keeping techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Interpersonal skills using tact, patience and courtesy.
Oral and written communication skills.
Operation a computer and assigned software.
Budgeting practices regarding monitoring and control.
Methods of collecting and organizing data and information.
Business letter and report writing techniques.
Principles of training and providing work direction.
Perform basic mathematical calculations.

ABILITY TO:
Perform complex and responsible secretarial support duties requiring initiative and good judgment.
Work independently with little direction.
Analyze situations accurately and adopt an effective course of action.
Compose correspondence and written materials independently or from oral instructions.
Assure efficient and timely completion of office and program projects and activities.
Understand and resolve issues, complaints or problems.
Establish and revise priorities of clerical work and office activities.
Establish and maintain cooperative and effective working relationships with others.
Be flexible to perform work within changing priorities and possess sufficient interpersonal skill to work harmoniously with staff, students, administrators, parents and others.
Interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
Be proficient in keyboarding speed and accuracy.Operate a variety of office equipment including a computer and assigned software.
Maintain records and files.
Maintain confidentiality of privileged and sensitive information.
Meet schedules and time lines.
Plan and organize work.
Train and provide work direction to others.
Complete work with many interruptions.
Compile and verify data and prepare reports.
Communicate effectively both orally and in writing.

Any combination equivalent to: graduation from high supplemented by college-level course work in secretarial science or related field and four years of increasingly responsible secretarial or clerical experience.

Qualifying Exam: (REQUIRED FOR ALL QUALIFIED APPLICANTS) Friday, January 6, 2023 10:00 a.m.

Please make arrangements to be available on the date(s) above. There will be no make up exams offered.

Positions in the job classification typically work 40 hours/week for 10 or 12 months/year.

OTHER IMPORTANT INFORMATION:
The duration of the eligibility list is 6 months unless extended by the Executive Director of Classified Human Resources and the Personnel Commission.

Applicants selected for permanent or substitute assignments are required to pay for fingerprinting services and obtain Tuberculosis results prior to beginning work. If you have any questions regarding the fees, please feel free to contact the Human Resources Department at (510) 784-2648.
Hayward Unified School District does not pay for employee health and welfare benefits.
Full-time employees are required to purchase medical health benefits. Half-time and less than half-time employees may participate on a voluntary basis. Health benefit costs are 100% employee paid through a pre-tax payroll deduction. Employees may opt out of health coverage upon presentation of proof of alternate coverage.

Dental coverage is mandatory for all employees working 20 hours per week, or more, regardless of outside coverage. Less than half-time employees may participate on a voluntary basis. The District contributes the full premium for "employee only". Any additional premium will be employee paid.

For more information please view the "Benefits" tab of this job announcement.

The Hayward Unified School District is committed to educational equity so that every student realizes their innate potential, becoming a lifelong learner and having a positive impact on their community. Our mission is to draw from our community’s rich diversity in order to create engaging and equitable educational experiences for students, delivered in a safe and supportive environment. This environment supports inclusion, anti racism through an ethnic studies learner orientation and growth mindset. HUSD believes the responsibility for student success is broadly shared by district staff, families, our community, and our students’ own efforts. Each HUSD student deserves respectful learning environments in which diversity is valued and contributes to successful academic outcomes.

We seek equity-minded applicants who demonstrate they understand the benefits diversity brings to an educational community. We look for applicants who:

• Reflect our diverse community
• Value and intentionally promote diversity and consciousness of difference
• Empower students furthest from opportunity
• Demonstrate cultural competence and cultural humility
• Believe that all people have the right to an education and work environment free from fear, harassment, or discrimination
• Actively seek to disrupt institutional and/or systemic barriers that adversely impact historically marginalized communities
• Foster students’ potential to become global citizens and socially responsible leaders.

Non-Discrimination Policy

Hayward Unified School District (HUSD) is committed to equal opportunity for all individuals in education. District programs, activities, and practices shall be free from discrimination and harassment based on race, color, ancestry, national origin, ethnic group identification, immigration status, age, religion, marital or parental status, pregnancy status, physical or mental disability, sex, sexual orientation, gender, gender identity or expression, or genetic information; the perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics. If a complainant is unable to put a complaint in writing due to conditions such as a disability or illiteracy, district staff shall assist him/her in the filing of the complaint.

If you believe you have been subjected to discrimination, harassment, intimidation, or bullying you should immediately contact the school site principal and/or their supervisor. See the links below for more information on complaint management, Title IX, and Uniform Complaint Procedures and forms. For Uniform and Title IX Complaints, please contact Dr. Michelle Pérez at (510) 784-2600, ext 72562 or amperez@husd.us. The address is 24411 Amador Street, Hayward, CA 94544. A copy of HUSD Uniform Complaint Board Policy along with the Uniform Complaint Administrative Regulations and the HUSD non-discrimination policy are available, free of charge, upon request.