Office Specialist - Bilingual (Spanish) 23288

Poway Unified School District; San Diego (CA); On-site; USD 31,000 - 40,000; Part time

Job summary

Poway Unified School District is seeking an Office Specialist - Bilingual to support an assigned office with independent judgment and multilingual duties in Poway, CA. The role focuses on administrative and clerical tasks, including interpreting and translating for site and district personnel, and maintaining records.

The position requires a high school diploma, 3 years of clerical experience, and a typing speed of 45 WPM. It is a 3.5-hour-per-day, 12-month role that does not include benefits.

Qualifications

• Graduation from high school and three years of responsible clerical experience.
• Typing/keyboard speed of at least 45 words per minute.
• Ability to interpret and translate between English and Spanish.

Responsibilities

• Greet visitors, answer calls, screen and route communications; provide interpretation as needed.
• Prepare and maintain budgets, monitor expenditures, and process invoices and related documents.
• Compose correspondence and process records and documents for assigned activities.
• Maintain office records, input data into databases, and generate reports.
• Inventory, order, receive, store and distribute office supplies and equipment; coordinate with vendors.

Skills

Bilingual (English/Spanish)

Education

High School Diploma

Job description

Current Vacancy:

Twin Peaks Road in Poway.

This position is 3.5 hours per day (17.5 hours a week), 12 months per year.

This position requires strong oral and written communication skills in BOTH English and Spanish, including interpreting conversations and translating written material.

This position is not benefits-eligible.

PUSD Classification Salary Range: $22.56 - $28.88 per hour

Anticipated Hiring Salary Range: $22.56 per hour (step 1) - $26.17 per hour (step 4)

Limited Term (Sub) Salary: $22.56 per hour (step 1)

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 examination processes are ranked on an eligibility list based on 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 for other vacancies in the same or equivalent job classification and will be active for six (6) months (Merit Rule 50.100.1).

BASIC FUNCTION

Under the direction of an assigned supervisor, 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; assist in assuring smooth and efficient office operations; provide interpreting and translating services to site and district personnel.

DISTINGUISHING CHARACTERISTICS

Incumbents in the Office Specialist - Bilingual classification will perform all the same duties as the Office Specialist classification, with additional responsibilities related to interpreting and translating services for non-English-speaking parents and students, as well as other departmental needs.

REPRESENTATIVE DUTIES

1. 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; assist in assuring smooth and efficient office operations.
2. Greet and assist visitors; initiate and receive telephone calls; screen and route calls including emergency calls; take and relay messages; explain office or program policies and procedures; provide technical information and interpretation concerning policies and procedures of assigned program or office according to established guidelines; resolve issues as appropriate.
3. Provide technical information for the preparation and maintenance of annual budgets; monitor expenditures and balance accounts; prepare forms, benchmarks, invoices and other related information; submit budgetary information according to established schedules.
4. Compose correspondence; type, format and process a variety of records and documents related to assigned activities such as conference requests, press releases, reimbursements, mileage claims, work orders, statement of absences, revolving cash invoices and requisitions; create departmental forms.
5. Compile information and prepare and maintain a wide variety of data and reports according to established procedures and timelines; process a variety of forms and applications pertinent to the assignment.
6. Maintain office and departmental records and files; sort, file and purge materials according to established procedures; release information from files and records to authorized personnel and outside agencies as appropriate.
7. Input a wide variety of information into computerized databases and generate a variety of reports and lists; assure the timely distribution and receipt of a variety of records, logs and reports; request or provide information as necessary to assure completeness and accuracy.
8. Inventory, order, receive, store and distribute office and departmental supplies, materials and equipment; follow‑up with vendors concerning missing or incorrect orders; tabulate, duplicate and forward invoices to appropriate departments.
9. Locate substitute staff as assigned by the position; identify location and hours required and inform substitutes; order, issue and retrieve keys for substitute personnel; process related paperwork; post absences; maintain related records.
10. Prepare administrative correspondence, reports and agendas for meetings and conferences with local, regional, and state agencies; attend meetings, in‑service trainings and conferences as assigned; maintain rosters, facility use schedules and activity calendars; make travel arrangements.
11. Assist the supervisor with the administration and operation of programs and activities; maintain current knowledge of program policies, rules and guidelines; assist in the preparation of request for proposals, contract applications and state and federal grants as directed.
12. Review records according to program guidelines to assure continued eligibility of program participants; receive and verify applications for program services such as bus passes; receive and review applications to assure compliance with program guidelines; recommend eligible program participants.
13. Prioritize and distribute work order requests to appropriate trades personnel as assigned by the position; prepare and distribute reports regarding status of open work orders.
14. Participate in various attendance‑related duties as assigned by the position; collect and scan attendance sheets; calculate, prepare and maintain attendance reports and lists according to established procedures and timelines; maintain student database system regarding attendance information.
15. Operate a variety of office equipment including a fax machine, copier and a computer and assigned software.
16. Receive, open, sort, screen and distribute incoming mail; assist in the preparation and dissemination of materials and information to the public and staff regarding various events and programs.
17. Collect and account for various monies and fees for assigned office; prepare bank deposits; maintain related accounting records; communicate with Finance and Purchasing departments regarding invoices and contractor payments.
18. Train and provide work direction and guidance to clerical staff and student assistants as assigned by the position; assist with recording and computing time sheets as assigned.
19. Assist with a variety of seasonal program activities as directed; prepare, assemble and update instructional materials and forms; assist supervisor with staff organization and other activities.
20. Perform related duties as assigned.

EDUCATION AND EXPERIENCE

Graduation from high school and three years of responsible clerical experience involving frequent public contact.

SELF-CERTIFICATION OF TYPING/KEYBOARDING SKILLS

This classification requires that incumbents be skilled in typing/keyboarding at a minimum of 45 words per minute. A typing test will not be given. Applicants must certify in writing that they have such skills. Demonstrated proficiency will be expected during the probationary period for the class.

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF

• Modern office practices, procedures and equipment.
• Operations, procedures, specific rules and precedents of the office.
• Telephone techniques and etiquette.
• Appropriate terminology of assigned function or program.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• District organization, operations, policies and objectives related to assigned functions.
• Applicable sections of State Education Code and other applicable laws.
• Interpersonal skills using tact, patience and courtesy.
• Oral and written communication skills in English and another language.
• Operation of a computer and assigned software.
• Train and provide work direction to others.

ABILITY TO

• Perform specialized and complex technical and administrative clerical support duties.
• Interpret, apply, and explain applicable laws, codes, rules, regulations, policies, and procedures.
• Provide technical information and interpretation concerning policies and procedures of assigned program or office.
• Answer telephones and greet the public courteously.
• Establish and maintain office and departmental records and files.
• Type or input data at an acceptable rate of speed. *
• Compile, assemble, verify, and prepare data for records and reports.
• Compose correspondence and written materials independently.
• Work independently with little direction.
• Train and provide work direction and guidance to others.
• Communicate effectively both orally and in writing in English and another language.
• Establish and maintain cooperative and effective working relationships with others.
• Meet schedules and timelines.
• Plan and organize work.
• Add, subtract, multiply and divide quickly and accurately.
• Operate a variety of office equipment including a computer and assigned software.
• Complete work with many interruptions.

WORKING CONDITIONS

ENVIRONMENT

• Office environment
• Constant interruptions

PHYSICAL DEMANDS

• Dexterity of hands and fingers to operate a computer keyboard
• Hearing and speaking to exchange information in person and on the telephone
• Seeing to read a variety of materials
• Sitting for extended periods of time
• Bending at the waist, kneeling or crouching to file materials

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 (Minimum Salary) of the official salary range designated for the position. Any variances in initial placement are addressed in and shall be carried out in accordance with this rule.

The Poway Unified School District (PUSD) is an equal opportunity employer/program and is committed to an active Nondiscrimination Program. PUSD prohibits 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.

For more information, please contact the Title IX/Equity Compliance Officer, Associate Superintendent of Personnel Support Services, Poway Unified School District, 15250 Avenue of Science, San Diego, CA 92128-3406, [phone]