Program Assistant

Santa Barbara Unified School District; Santa Barbara (CA); On-site; USD 42,000 - 48,000; Full time

Job summary

Santa Barbara Unified School District is seeking a Program Assistant to provide complex clerical support to administrators, staff, parents, and students. The role requires strong organizational skills, data handling, and the ability to work with diverse stakeholders within a school program.

Responsibilities include answering calls, coordinating meetings, maintaining records, and assisting with data reports.

Qualifications

• High school diploma or equivalent required.
• Three years of clerical experience involving public contact and office administration preferred.

Responsibilities

• Perform a broad variety of specialized and responsible duties in support of a director or administrator.
• Answer and screen telephone calls or walk-in visitors; direct callers or walk-in visitors to appropriate staff; schedule appointments and meetings.
• Research, coordinate and verify program issues or data.
• Serve as liaison between a director or administrator and others involved in program-related business.
• Provide clerical support to staff as needed; monitor and assure timelines are met.

Education

High School Diploma or equivalent

Job description

Santa Barbara Unified School District

Classified Job Description

Title: Program Assistant

Hours per day: 8

Months per year: 12

Salary Schedule Range: 42

Purpose of Position: To provide responsible and complex technical and clerical assistance to an administrator, staff, parents, students, or outside agencies in areas related to an assigned program.

Reporting: Reports to a District-level director or administrator.

Essential Functions

• Perform a broad variety of specialized and responsible duties in support of a director or administrator.
• Answer and screen telephone calls or walk-in visitors; direct callers or walk-in visitors to appropriate staff; schedule appointments and meetings.
• Research, coordinate and verify program issues or data.
• Serve as liaison between a director or administrator and others involved in program-related business.
• Provide clerical support to staff as needed; monitor and assure timelines are met.
• Maintain a variety of complex records and files; enter or retrieve data into or from proprietary or mass market software programs such as MS Office or Google applications.
• Request student-related information such as transcripts or related documents.
• Compile data from a variety of sources into reports or spreadsheets.
• Compose correspondence, memoranda, schedules and lists from straight copy, rough drafts or oral instructions.
• Operate a variety of contemporary office equipment.

Other Functions

• Maintain punctual and consistent attendance.
• Perform related duties as assigned.

Working Conditions & Physical Demands

Inside work with no exposure to weather conditions. Frequent interruptions and occasional contact with dissatisfied or abusive individuals.

Hearing and speaking to exchange information in person or on the telephone; seeing to read a variety of documents; dexterity of hands and fingers to operate office equipment; sitting for extended periods of time; bending, stooping or kneeling; reaching overhead to retrieve or store materials.

Knowledge, Skills And Abilities

• Contemporary office practices and procedures.
• Working knowledge of the Education Code as it applies to program operation.
• Basic research methods and report preparation techniques.
• Record keeping and filing systems; electronic document storage and retrieval.
• Correct English language usage, grammar, spelling, and punctuation.
• Establish and maintain productive relationships with students, parents and staff.
• Use a computer and proprietary or mass market software to enter or retrieve information.
• Communicate effectively verbally and in writing.
• Collaborate with others on assigned projects or initiatives.
• Work independently with minimal direct supervision; meet deadlines and schedules.

Education, Training And Experience

Any combination equivalent to graduation from high school and three (3) years of clerical experience involving public contact and office administration.

Additional Requirements

Successful passage of a written examination.

The Santa Barbara Unified School District prohibits discrimination, harassment, intimidation, and bullying based on actual or perceived race or ethnicity, color, ancestry, national origin, nationality, immigration status, religion, sex, sexual orientation, gender, gender identity, gender expression, or disability, affiliation with Scouting America or other designated youth groups, association with a person or group having one or more of these characteristics, or any other basis protected by law, in its educational programs, activities, and employment. Direct questions or complaints to Student & Family Services, 720 Santa Barbara Street, Santa Barbara, CA 93101; [phone], ext. 6278 or 6208 (English and Spanish); [e-mail]. Title IX Coordinator — the principal at each school site serves as that site's Title IX Coordinator; Title II/ADA Coordinator/Section 504 Coordinator — Student & Family Services, 720 Santa Barbara Street, Santa Barbara, CA 93101, [phone] ext. 6278 or 6208, [e-mail]