Administrative Assistant II

Victor-Valley-Union-High-School-District; Victorville (CA); On-site; USD 43,000 - 53,000; Full time

Job summary

Victor-Valley-Union-High-School-District is seeking an Administrative Assistant II to support the District Office and Police Department. The role involves handling routine and specialized clerical tasks that affect district-wide operations, relieving the Director of administrative matters.

Requirements include a high school diploma or equivalent, plus two years of relevant clerical experience. Proficiency in computers, data input, and word processing is expected; school setting experience is

Qualifications

• High school diploma or equivalent; college business skills desired.
• Two years of responsible clerical experience with public contact.
• Working knowledge of computers, data input and word processing desired.
• Experience in a school setting preferred.

Responsibilities

• Relieve the Director of routine administrative matters.
• Plan, organize and coordinate office and department activities.
• Receive and assist callers and visitors; provide information to staff, parents and students.
• Prepare and type memos, letters, notices and Board agenda items.

Skills

Clerical experience

Public contact

Computer literacy

Education

High school diploma or equivalent

College business courses

Job description

POSITION: ADMINISTRATIVE ASSISTANT II

SITE: DISTRICT OFFICE/POLICE DEPARTMENT

DAYS: 261

HOURS: (8 HOURS) 8:00 A.M. - 4:30 P.M.

SALARY: (RANGE 35) $31.56 - $38.39/HR

Under the direction of a Classified or Certificated Director, perform a variety of responsible and specialized administrative assistant, secretarial and clerical work related to a program or department with major District-wide impact; relieve the Director of routine administrative matters.

EDUCATION AND EXPERIENCE:

Education: High school diploma or its equivalent. College level courses in business skills desired.

Experience: Required: Two (2) years of responsible clerical experience with public contact responsibilities; working knowledge of computers, data input and word processing desired. Preferred: Experience in a school setting.

Years of experience can be supplemented by the following degrees:

AA- 2 years of experience

BA- 4 Years of experience

MA/MS- 6 years of experience

LICENSES AND OTHER REQUIREMENTS:

Some positions in this classification require a valid California driver’s license.

Perform a variety of responsible and specialized secretarial and clerical duties in support of a Director. Relieve the director of routine administrative matters. E

Plan, organise and coordinate office and department activities to relieve the Director of routine administrative matters requiring knowledge of department policies and procedures, related District rules and regulations, federal guidelines and related codes and laws. E

Receive and assist callers and visitors and provide information or direction to appropriate personnel; provide detailed and technical information concerning program or department policies, procedures and requirements according to established procedures. E

Provide information and assistance to department staff, faculty, parents, students and site personnel; provide information via two-way radio to bus drivers regarding students, routes and bus stops; interpret, apply and explain department rules, regulations, procedures or curriculum. E

Assure timely communications between office and District employees; make phone calls to receive and transmit information; prepare and type memos, bulletins, letters and notices; prepare Board agenda items and related materials. E

Research and compile information and data from a variety of sources for statistical and written reports; assist in organizing materials for special projects; compile and prepare statistical or financial information for federal, State, County and District reports related to department or program activities. E

Schedule meetings and appointments for the Director and other department staff and faculty; maintain Director's calendar; arrange Director's flight, hotel, car rental and other travel accommodations to attend workshops, seminars and conferences. E

Type minutes, letters, correspondence and memos, including materials of a sensitive nature including student and employee information, and payroll records; prepare correspondence and memoranda independently or from oral instructions; utilize transcription equipment as required by the position. E

Establish and maintain a variety of complex and sensitive personnel records, payroll records, time sheets, lists, files and records; type a variety of items including inter-office communications, forms, letters, special projects, work orders, legal documents and other materials. E

Assist in department budget projections and preparation of annual budget. Monitor budget procedures including proper budget numbers, transfer of funds and expenditures. E

Prepare and type requisitions, assuring correct budget numbers, account balances and cost extensions; research product quality, price and availability; requisition materials to assure adequate inventory of office supplies and equipment. E

Review invoices for payment; review shipments for delivery, inventory control and back order follow-up; monitor budget accounts and notify the Director of issues and concerns as needed; prepare billings for services provided by the District to outside districts and to the public. E

Operate office equipment such as computer terminal, personal computer, fax machine, scanner, dictation equipment, copier, calculator and base station radio equipment. E

• Operations, procedures, terminology, specific rules and precedents of the assigned office or program.
• Policies and objectives of assigned program and activities.
• District organization, operations, policies and objectives.
• Laws, rules and regulations related to assigned department or program activities.
• Operation of office machines including computer equipment and specified software.
• Basic budgeting practices regarding monitoring and control.
• Financial and statistical record-keeping.
• Modern office practices, procedures and equipment.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Applicable sections of State Education Code and other applicable laws.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.
• Perform a variety of responsible and specialized secretarial, clerical work related to a program or department with major District-wide impact.
• Assist the Director with administrative matters requiring knowledge of department policies and procedures, related District rules and regulations, federal guidelines and related codes and laws.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Exercise independent judgment and analysis to coordinate department operations.
• Make arithmetic calculations quickly and accurately.
• Type and/or use word processors accurately at an acceptable rate of speed.
• Establish and maintain cooperative and effective working relationships with others.
• Compose letters, memos, bulletins and other materials independently or from oral instructions.
• Meet schedules and time lines.
• Maintain records and prepare reports.
• Work on sensitive issues such as payroll, student records and personnel information with discretion.
• Complete work with many interruptions.
• Operate a variety of office equipment such as typewriter, calculators, copier, computer terminal and transcription equipment as required.
• Make arrangements for meetings, workshops and conferences.