CLERICAL ASSISTANT II (SUBSTITUTE)

Bassett Unified School District, Personnel Commission, Classified Employment; California; On-site; USD 26,000 - 32,000; Part time

Job summary

Bassett Unified School District is seeking a Clerical Assistant II to support a district function on a substitute/on-call basis. Hours are on-call, typically 7:30 AM to 4:00 PM or 8:00 AM to 4:30 PM, Monday through Friday.

This list may be used to fill vacancies during its one-year life and may lead to permanent positions. The role involves preparing and maintaining records, producing statistics and graphics, and using standard office software.

Qualifications

• Any combination equivalent to: graduation from high school supplemented by business course work.
• Any combination equivalent to: two years of clerical experience involving the use of computer terminals, microcomputer, and current word processing, spreadsheet, and presentation software.

Responsibilities

• Prepare narrative, statistical and graphic information for letters, reports and forms.
• Compile and arrange data per standard formats; proofread and distribute materials.
• Operate word processing, spreadsheets, databases, and presentation software.
• Greet visitors, answer phones, and route inquiries.
• Maintain logs, records, files and inventories; manage cross-reference files.

Skills

Filing and Record-Keeping

Word Processing

Database Management

Providing Customer Service In Person &

Scheduling & Monitoring Appointments

Receiving & Distributing Information

Using Office Equipment

Education

High school diploma with business coursework

Job description

Introduction

THIS POSITION IS DUAL CERTIFICATION AND IS OPEN TO BOTH INTERNAL AND EXTERNAL CANDIDATES. SUBSTITUTE POSITIONS ARE ON CALL / AS NEEDED. Hours: On Call, 8 Hours/Day (Monday-Friday 7:30A-4:00P or 8:00A-4:30P). Eligibility Lists: One list will be created from Open Competitive and Promotional candidates. This is a continuous examination process and may close at any time, with little or no notice. An application review may occur at any time and qualified candidates who have submitted applications will be invited to participate in the testing process. Qualified applicants submitting applications after the review date will be considered in the next examination process. This list will be utilized to fill any vacancies that may occur during the one year life of the Eligibility List, which may include temporary positions. The list generated from this recruitment will be used to fill both substitute and permanent vacancies in the District.

BASIC FUNCTION

Under direction of an assigned supervisor, perform a variety of clerical activities in support of a school or District function; prepare and maintain records, reports, files and logs related to the assignment; prepare and produce statistical, narrative and graphic representations of information using microcomputer equipment and applicable software applications.

DISTINGUISHING CHARACTERISTICS

Clerical Assistant II is the experienced-level class in the series. In addition to the above duties, incumbents type and produce a variety of written and graphic materials requiring the ability to use computer equipment and software, compile and review information, and apply established policies and procedures to specific assignments. Positions at this level may function as the sole clerical support to a work unit or receive direction from a higher-level secretarial or managerial position. Clerical Assistant I is the entry-level class in the series. Incumbents are assigned routine and repetitive duties such as answering telephones and taking messages, filing and maintaining records, and entering data in computer equipment. Incumbents assigned to this class receive direction from a higher-level secretarial or managerial position. Perform a variety of clerical support duties including filing, record-keeping and processing information related to the assignment; provide sole clerical support to an assigned office or function, or assist higher level secretarial or managerial staff.

Key Responsibilities

• Prepare a variety of narrative, statistical and graphic representations of information including letters, memoranda, bulletins, graphs, charts, forms, reports, contracts, handbooks, informational pamphlets and other materials.
• Compile, review and arrange data according to standard and customized formats; proofread, copy and distribute materials according to specific instructions or established procedures and timelines.
• Operate a computer and peripheral equipment including word processing, spreadsheet, database management and presentation software; operate a calculator, copier and other office machines as required by the assignment.
• Perform basic data updates and run data analysis using data tracking programs such as the Human Resource System, PeopleSoft, Sub-finder, and other specialized district software programs as related to a specific assignment, as monitored by designated or assigned personnel.
• Receive visitors to the office and answer telephones; refer callers and visitors to appropriate personnel; answer questions regarding program guidelines, work assignments, and established policies and practices.
• Maintain a variety of logs, records, files and inventories; establish index and cross reference files according to program needs; file information including forms, letters, memoranda, reports, statistical data and other materials.
• Receive, sort and distribute incoming and outgoing mail.
• Duplicate printed materials; package and distribute completed copies according to established procedures and specific instructions.
• Ensure the timely distribution and receipt of information from various sources; contact school and District office personnel regarding missing, incomplete or conflicting data.
• Make telephone calls to relay messages, schedule appointments and obtain information.
• Maintain supply and material inventory of assigned area or work responsibility as required; order, receive, and distribute materials, equipment, and supplies according to established procedures.
• Schedule appointments, conferences and meetings; maintain various schedules and calendars.
• Utilize a second designated language when essential to the completion of duties and responsibilities.
• Travel to various District locations to attend meetings and perform clerical duties as required.
• Provide relief (breaks, lunch, temporary absences) to other clerical positions and assignments.
• Perform related duties as assigned.

Education

Any combination equivalent to: graduation from high school supplemented by business course work.

Experience

Any combination equivalent to: two years of clerical experience involving the use of computer terminals, microcomputer, and current word processing, spreadsheet, and presentation software.

Alternative Qualifications

• Filing and Record-Keeping
  • Physically organize files and records into filing cabinet (10 times minimum)
  • Organize materials from various locations into one physical or virtual location (20 times minimum)
• Word Processing
  • Create letters, memos, or other correspondence using a computer (20 times minimum)
  • Create forms, reports, or other office documents using a computer (20 times minimum)
  • Proofread and edit written materials using computer program (20 times minimum)
• Database Management
  • Input and update data on spreadsheet computer program (20 times minimum)
  • Use data tracking program to cross reference information (20 times minimum)
• Providing Customer Service In Person & By Phone
  • Receive visitors and answer phone callers in an office environment (10 times minimum)
  • Answer questions and refer visitors and callers to appropriate location (20 times minimum)
• Scheduling & Monitoring Appointments
  • Contact others to schedule and/or confirm appointments (10 times minimum)
  • Monitor and maintain a calendar of events and appointments (10 times minimum)
• Receiving & Distributing Information
  • Receive, sort, and distribute incoming/outgoing mail (10 times minimum)
  • Make calls or use email to relay messages and obtain information (10 times minimum)
• Using Office Equipment
  • Perform mathematic calculations on calculator or computer program (10 times minimum)
  • Print or duplicate materials using printer/copier machine (10 times minimum)

Licenses and Certifications

Some positions in this class may require a valid California driver's license to travel to District and school offices to conduct work; some positions in this class may be required to communicate in a designated second language.

Working Conditions

ENVIRONMENT: Office environment; subject to frequent interruptions.

PHYSICAL ABILITIES: See to file materials and enter data in computer equipment; speak and hear clearly and distinctly to present and receive information in person or on the telephone; manipulate hands and fingers to operate keyboards and other office machines; stand, walk, reach, bend, crouch and stoop to retrieve and file materials in filing cabinets and storage areas.

Screening Process

Applications will be screened to select the most qualified candidates. The screening process for this position, which may be subject to modification, will include some form