Secondary Office Support Specialist

Job Overview

The vacancy is at Ensign Intermediate School, working 8 hours per day, 5 days a week, 11 months per year.

The position is open for all applicants and current employees in permanent positions are eligible for seniority credit and promotional placement after passing all exams.

Spanish speaking proficiency is required for some locations; a bilingual proficiency exam is part of the process. A 2.5% bilingual stipend will be added to base pay at hire.

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Under the direction of the Assistant Principal or Athletics Director, provide secretarial support related to the functions and activities of an assigned secondary or special school involving frequent and responsible contact with students, staff, and the general public in counseling, discipline, or athletics.

Education and Experience

• Graduation from high school supplemented by college‑level coursework in secretarial sciences or a related field and two years of increasingly responsible clerical experience.

Examination Procedures

• Supplemental questions: qualifying.
• Written/Oral translation (English/Spanish): qualifying where needed.
• Performance exam – 5‑minute typing at 50 net WPM and computer skills test: qualifying.
• Written examination: 50 % of total score.
• Qualifications appraisal interview (oral exam): 50 % of total score.

Examinations and interviews will be conducted virtually. The virtual computer‑skills examination is tentatively scheduled for the week of March 16, the written examination for the week of March 23, and the oral interview for the week of March 30.

• Provide secretarial support to an Assistant Principal or Athletics Director at an assigned secondary school.
• Schedule and coordinate meetings, appointments, and conferences.
• Initiate and answer phone calls, take messages, and provide information to students, teachers, parents, and staff.
• Assist students and parents with forms and applications, review for accuracy, and process related materials.
• Obtain and transfer transcripts, health records, and other student data between schools.
• Process athletic medical, academic, and insurance clearances and communicate with students and organizations to resolve missing data.
• Compile and maintain records and reports, receive monies, issue receipts, and process theft and accident reports.
• Prepare data and reports and assist in research projects related to the Director’s area of responsibility.
• Maintain filing systems, attend meetings, take notes, and prepare minutes.
• Operate office machinery, computers, and assigned software.
• Develop and maintain schedules; arrange transportation and staffing for events, including sporting events and State testing functions.
• Assist with field‑trip requests, bus orders, and fleet administrative functions.
• Provide interpretation and explanation of policies to parents, staff, coaches, and students.
• Type, duplicate, and distribute correspondence and documents.
• Assist in the planning and execution of graduation and awards ceremonies.
• Assist with research and special projects as requested.
• Enter use‑of‑facilities permits for extracurricular programs and communicate with stakeholders.
• Receive, sort, and distribute mail; order supplies and emergency preparedness materials.
• Perform related duties as assigned.

• Functions and activities of a school administrative office.
• Modern office practices, procedures, and equipment.
• Record‑keeping techniques.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Interpersonal skills using tact, patience, and courtesy.
• Telephone etiquette and techniques.
• Oral and written communication skills.
• Operation of office equipment including computers and software.
• Applicable sections of State Education Code and related laws.
• District organization, operations, policies, and objectives.

• Provide complex secretarial support.
• Understand and follow written and oral directions.
• Work cooperatively with others.
• Establish and maintain effective working relationships.
• Meet schedules and timelines.
• Maintain records and prepare reports.
• Make arithmetic calculations accurately.
• Complete work with many interruptions.
• Type and input data at an acceptable rate.
• Operate office equipment and software.
• Interpret rules, regulations, and policies.
• Compile and maintain records and files.

Office environment with constant interruptions.

Requires dexterity of hands and fingers to operate a computer keyboard and office equipment; reading, hearing, and speaking; extended periods of sitting; occasional bending, kneeling, or crouching.