SENIOR OFFICE ASSISTANT (AS NEEDED)

About the role

This is an Open Competitive recruitment to establish an eligibility list for several temporary as-needed positions that may be filled as a result of this recruitment. This eligibility list may be used to fill additional vacancies or as-needed assignments that occur within twelve months (the term of the list). This recruitment is open until filled. The Personnel Commission reserves the right to close this recruitment at any point in time.

Responsibilities

• Type, draft, format, revise, print and distribute correspondence, memoranda, calendars, requests, forms, lists, reports and other documents.
• Enter and revise data in databases and generate reports.
• Prepare and compile packets.
• Process and distribute inter- and intra-District permits.
• Open, screen and distribute office mail.
• Sends and receives faxes and electronic files, including Adobe and Microsoft Office based documents.
• Prepare regular and bulk mailings.
• Copies various documents and materials, including large duplication orders.
• Answers, screens and routes telephone calls.
• Takes and distributes messages.
• Greet and direct visitors to the appropriate office or staff member.
• Respond to questions and complaints and refer questions and complaints to appropriate staff.
• Answer written inquiries for standard information.
• Provide translations for non-English speaking visitors.
• Request office and equipment repairs.
• Maintain office files and records.
• Create new files and folders.
• Retrieve, duplicate and distribute copies of reports, forms, records and documents.
• Delete and purge closed files.
• Request materials and reports from Information Systems.
• Monitor purchase orders and expenses against program budgets and accounts.
• Distribute budget records.
• Arrange for reimbursements.
• Submit requests for appropriation transfers.
• Prepare deposits.
• Process invoices and payment requests.
• Perform routine posting and updating of budget expenditures.
• Collects and prepares time reports for designated staff.
• Records daily attendance information.
• Prepares and sends documents to the payroll department.
• Receives and distributes paychecks.
• Orders and keeps inventory of office supplies, materials, equipment and furniture.
• Maintains records of supply orders.
• Follows up on deliveries.
• Maintains open and revolving budget ledgers.
• Schedules meetings, workshops, events and conferences.
• Drafts sign-in sheets, agendas, notices and translations from written or oral instructions.
• Arranges for refreshments and catering.
• Takes meeting minutes.
• Makes arrangements for teachers to attend conferences.
• Organizes interviews and orientations.
• Makes reservations for field trips.
• Trains and supports new employees on office procedures.
• Acts as volunteer programs coordinator and organizes volunteer activities.
• Schedules immunizations and health testing.
• Processes immunization paperwork.
• Collects and restocks first aid kits.

Qualifications

• Knowledge of Office administration practices and procedures.
• Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
• District organization, functions, rules, policies and procedures applicable to office operations.
• Operations and requirements of the District payroll system.
• Uses and operations of a computer and standard business software including word processing and spreadsheets.
• Records management, record keeping, filing and basic purchasing practices and procedures.
• Ability to operate a computer terminal and computer using word processing, spreadsheet and other business software.
• Operate other standard office equipment.
• Organize, set priorities and exercise sound judgment within areas of responsibility.
• Interpret, apply and reach sound decisions in accordance with District and department policies and procedures.
• Compose routine correspondence from brief instructions.
• Communicate clearly and effectively, orally and in writing, in English and a designated second language as necessary.
• Understand and follow written and oral instructions.
• Prepare clear, accurate and concise records and standard correspondence.
• Use tact, discretion and courtesy in dealing with sensitive situations and individuals.
• Establish and maintain effective working relationships with District administrators, staff, students, parents, the public and others encountered in the course of work.
• Dress appropriately, in accordance with the work environment.

Education, Training, And Experience

• Graduation from high school or G.E.D. equivalent.
• Two (2) years of increasingly responsible office administrative or secretarial experience.
• Some combination of education, training and experience that produces the requisite knowledge and ability.

Licenses; Certificates; Special Requirements

• Some positions in this class may be required to use a second designated language.
• Some assignments may require a valid Driver License, and proof of auto liability insurance.

Physical and Mental Demands

• Lift, carry, push, pull, bend, twist, stoop, kneel, walk, run, and crawl.
• Perform light physical exertion.
• Lift 25 pounds.
• Carry 15 pounds.
• Reach in all directions.
• Stand, sit and walk for extended periods of time.
• Work at a desk, conference table or in meetings of various configurations.
• Read, interpret, and apply rules, regulations, policies and procedures.

Examination Information

• Please contact our office regarding benefits for this classification.
• Thank you.

Instructions

• Type your name below to indicate that you have read and understood the above statement.