Lead CTAAE Office Specialist 23096

Poway Unified School District; San Diego (CA); On-site; USD 32,000 - 41,000; Full time

Benefits offered by this job

Benefits Eligible

Job summary

Poway Unified School District in San Diego County seeks a Lead CTAAE Office Specialist to coordinate and lead the clerical support for the Career Technical, Adult, and Alternative Education office; communicating information to staff, the public, and other districts; maintaining complete and accurate records; and providing information and/or direction as requested.

This position reports to Assigned Supervisor.

Qualifications

• Graduation from high school and three years of responsible clerical experience.
• Job related experience is required.

Responsibilities

• Lead clerical staff in the CTAAE office to ensure smooth operations.
• Coordinate student enrollment and registrations for Adult Education.
• Dispatch staff to assist instructors, students, and visitors.
• Maintain manuals, records and course information in databases and on the website.
• Maintain inventory of office supplies and coordinate room locations.
• Publish the quarterly catalog and act as liaison for staff and public inquiries.

Skills

Clerical work

Public contact

Record-keeping

Office coordination

Education

High school diploma or equivalent

Job description

*This position is 40hrs per week/ 12 months worked and is Benefits Eligible* Work Location: Career Technical, Adult, and Alternative Education Department *As part of the Adult School, this position works an alternative schedule to cover evening classes: Monday - Thursday: approximately 8:30 am - 6:30 pm Friday: 7:30 am - 12:30 pm
PUSD Classification Salary Range: $23.13 - $29.60 per hour
Anticipated Hiring Salary Range: $23.13 (Step 1) - $26.82 (Step 4)

Selection Procedure

Applications will be screened, and those candidates whose backgrounds best match the requirements of the position will be invited to participate in a competitive examination process, which may include any combination of the following: Training & Experience evaluation (T&E), multiple-choice question test, job-related performance exercise, and technical/ oral appraisal interview. Examination procedures are subject to change as deemed necessary by the Director of the Personnel Commission.

Candidates who pass all of the examination processes are ranked on an eligibility list according to their score(s). Selection for the position will be made from among the top three (3) ranks of candidates. The eligibility list will be used for hiring purposes in other vacancies in the same, or equivalent, job classification and will be active for six (6) months (Merit Rule 50.100.1).

The job of Lead CTAAE Office Specialist is done for the purposes of coordinating and leading the assigned clerical support for the Career Technical, Adult, and Alternative Education (CTAAE) office; communicating information to staff, the public, and other districts; maintaining complete and accurate records; and providing information and/or direction as requested. This job reports to Assigned Supervisor.

ESSENTIAL FUNCTIONS:

• Perform specialized and complex technical and administrative clerical support duties involving independent judgment and action within an assigned office and requiring in-depth knowledge of the function or program; leads the staff to assist in assuring smooth and efficient office operations
• Coordinates administrative support of student enrollment for Adult Education Teachers and Community Lecturers (e.g. registrations, rosters, class location, etc.) for the purpose of ensuring completion of the work within established guidelines.
• Dispatches assigned staff to assist instructors, students, and visitors (e.g. calls/emails, and or questions from staff, parents, students, public agencies, etc.) for the purpose of providing general information and/or routing inquiries.
• Maintains manual and electronic documents, files, and records (e.g. letters, forms, reports, databases, procedural manuals, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements; builds and maintains course information in the database and on the website.
• Maintains the inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring items' availability to both office and instructional staff.
• Acts as the facilities liaison in order to assign room locations throughout the District.
• Acts as the liaison for all instructional staff to determine quarterly master schedule and course offerings.
• Coordinates with school site custodial staff to ensure that room locations are open and available for classes scheduled.
• Serves as primary contact for all community lecturers, graphic designer, and printing office to publish the quarterly catalog.
• Monitors students referred to the administrator for adverse behavior for the purpose of ensuring student welfare and maintaining a secure office environment.
• Organizes and participates in department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions.
• Oversees assigned staff in collecting monies (e.g. bank deposits, accounting records, bank statements, revolving cash account, etc.) for the purpose of maintaining accounts from fees or other charges.
• Registers and enrolls students according to established policies and procedures; verifies and assures accuracy of registration information; inputs registration data into computer; distributes registration records; monitors course enrollment throughout the term in order to identify needs for adjustments (e.g., cancellations, postponements, or extensions).
• Researches and collects data (e.g. database entries and queries, surveys, reports, lists, etc.) for the purpose of preparing reports and/or processing forms.
• Responds to questions from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of explaining policies, procedures, and regulations.
• Reviews documents and reports prepared by assigned staff (e.g. letters and memos, student schedules, student attendance and progress reports, calendars, bulletins, periodic reports, class lists, charts, student surveys, etc.) for the purpose of ensuring accuracy and communicating information to other parties and/or agencies.
• Trains and leads the work of assigned staff (e.g. contracts, catalog, attendance reports, certificates/competencies, etc.) for the purpose of ensuring proper application of CTAAE and guidelines.

Other Functions

• Performs other related duties as assigned.

Any combination of education and experience equivalent to: graduation from high school and three years of responsible clerical experience involving frequent public contact and the interpretation of procedures and regulations.

Experience

Job related experience is required.

Education

High school diploma or equivalent.

Equivalency

Any combination of education and experience equivalent to: graduation from high school and three (3) years of responsible clerical experience involving frequent public contact and the interpretation of procedures and regulations.

In accordance with Personnel Commission Rules and Regulations of Classified Service # 70.200.1, new employees to Poway Unified School District will be placed at Step 1 of the official salary range designated for the position. Any variances in initial placement are addressed in, and shall be carried out in agreement with, this rule.

PUSD is an equal opportunity employer/program and is committed to an active Nondiscrimination Program.PUSDprohibits discrimination, harassment, intimidation, and bullying based on actual or perceived ancestry, age, color, disability, gender, gender identity, gender expression, nationality, race or ethnicity, religion, sex, sexual orientation, or association with a person or a group with one or more of these actual or perceived characteristics.

PUSD is an Equal Employment Opportunity and Title IX employer.

Title IX Coordinator

Jessica Pineda

15250 Avenue of Science

San Diego, CA 92128-3406

Phone: [phone], Ext. 2840

Email:[e-mail]