Calendar and Compensation
Job Summary
Under the direction of the Director of Student Services, the Staff Secretary provides clerical and office management support to the student services department. The Staff Secretary is responsible for ensuring the efficient operations of the department, performs a wide variety of clerical work, and provides critical support and assistance to the director(s) by relieving her/him of routine detail and managing critical features.
Primary Responsibilities
Performs a wide variety of secretarial duties for the Student Services Department, which coordinates the District’s COVID Response, while supporting school site staff. Responsibilities may include, but are not limited to the following:
Student Transfers and Residency Verification
- Coordinates all student transfer processes, including inter- and intra-district transfers.
- Maintain street directory for District.
- Maintains all records, database, and files as well as notification of enrollment transfer status by letter to each parent, each school and requesting district.
- Organize and complete the selection procedure under short time pressures after the deadline due date.
- Coordinates residency verification process.
Clerical / Office Management / Other - Efficiently maintains all electronic and paper files regarding students, programs and staff within the department; manages efficient paper and electronic filing systems.
- Effectively prepares letters, reports, memoranda, and other documents, including material of a confidential nature.
- Receives, opens, and routes mail and supplies among faculty and staff.
- Assists in coordinating events (trainings, meetings, activities, etc.) for the department.
- Supports monitoring of budgets; prepares all purchase orders and ensures appropriate ordering of materials and supplies.
- Coordinates and negotiates contracts with vendors and oversees the routing of contracts to completion.
- Compiles and prepares reports; works with data to prepare reports.
- Operates office machines.
- Coordinates and assists with School Attendance Review Board (SARB) meetings.
- Establishes and maintains cooperative and effective working relationships with staff, students, parents, and a wide variety of callers and visitors.
- Works independently and in a fast-paced environment with little direction
- Anticipate needs of the Director of Student Services and administrative team to keep the department running smoothly.
- Performs other duties/skills related to job description as assigned.
Who we are
Campbell Union High School District, located in the heart of the Silicon Valley, is a small, close knit district committed to ensuring every student is ready for the future. We strive to be data-informed and focused on results, while promoting humanity, kindness, and personal responsibility. We are proud to provide a supportive environment of collaboration among our staff.
We know that high quality teachers, administrators and staff are key to our students’ success and are working to retain and recruit passionate and effective talent.
We are an equal opportunity employer, are commi ed to racial equity and social justice, and we make a particular effort to recruit people who identify as Black, Indigenous, and people of color to apply for open positions.
Qualifications
Knowledge and Ability:
- Knowledge of district’s computer applications (e.g., Microsoft, Google Office Suite, Student information systems), and modern office methods and practices.
- Excellent public relations skills, telephone etiquette and customer service.
- Strong writing skills; appropriate use of spelling, grammar, and punctuation.
- Usage of common office machines and skill in their operation.
- Ability to perform responsible clerical work with accuracy and speed (keyboarding skills at 65 wpm).
- Working knowledge of the Aeries network and special education software systems is desirable.
Education and Experience: - Three (3) years of experience in increasingly responsible and varied clerical work, preferably at a high school.
- Education equivalent to completion of 12th grade with a specialization in secretarial and clerical subjects.
Working Conditions
Environment: Physical Demands:
- Constantly operate a computer keyboard, calculator and other office machines.
- Ability to communicate and accurately exchange/provide information.
- Bending at the waist, kneeling or crouching to file materials.
- Manual dexterity to appropriately control and manipulate objects, materials, and equipment used on the job, including telephone and computer.
- Have mobility sufficient to move about, stand, and/or sit for extended periods, and access all locations in the work environment.
- Lift, carry, push or pull items with a strength factor of up to 25 pounds.
Union Position is a member of the CSEA bargaining unit.
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.
The preceding job description has been designed to indicate the general nature and level of work performed by the employee within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required for this position.
It is the policy of Campbell Union High School District (CUHSD) to provide equal opportunity for all individuals in education and employment. District programs and activities shall be free from discrimination, harassment, intimidation and bullying based on actual or perceived characteristics of race or ethnicity, color, ancestry, nationality, national origin, ethnic group identification, age, religion, marital or parental status, physical or mental disability, sex, sexual orientation, gender, gender identity, gender expression, or genetic information, or any other characteristic identified in Education Code 200 or 220, Penal Code 422.55, or Government Code 11135, or based on association with a person or group with one or more of these actual or perceived characteristics (Board Policy 5145.3 and 4030 through 4032).
