School Administrative Assistant

Los Angeles Unified School District; Los Angeles (CA); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Insurance premiums

CalPERS retirement

Paid vacation

Paid holidays

11-month positions option

Job summary

Los Angeles Unified School District seeks a detail-oriented School Administrative Assistant to manage school office operations and supervise clerical staff. You will support the principal, coordinate communications, and ensure timely payroll, procurement, and reporting using BTS and district software.

Ideal candidates have a high school diploma and at least two years of clerical experience, with preferred supervision training or completion of the SAA Boot Camp.

Qualifications

• Graduation from high school or equivalent.
• Two years of office clerical experience; supervisory experience preferred.
• Course of at least 30 hours in supervision or related boot camp training may substitute for experience.

Responsibilities

• Plan, supervise clerical procedures in a school office to ensure timely reports and documents.
• Oversee enrollment, attendance, curriculum, budgeting, and related clerical duties.
• Assist principal with scheduling, correspondence, and coordinating communications with staff and the public.
• Use BTS time reporting and district software to manage payroll and procurement processes.

Skills

Time management

Organizational skills

Customer service

Verbal/written communication

Spanish (basic)

Education

High school diploma or equivalent

Supervision training (30 hours)

Tools

LRP Shopping Cart

MiSIS

Job description

PROMOTIONAL STATUS IS REQUIRED. You must be a current or retired employee of LAUSD with 130 paid days in regular status in the Classified Service or permanent status in the Certificated Service or have been laid-off within the past 39 months from a regular, permanent LAUSD position in which you passed probation. Laid-off employees' eligibility as a promotional candidate expires at the end of their 39 month period; as such, laid-off employees applying for promotional career opportunities may not be eligible to complete the assessment process or may be removed from the employment eligibility list once their eligibility as a promotional candidate expires.

INFORMATION ABOUT LAUSD

We are LAUSD. We are at the forefront of innovation in public education, focused on a clear and inspiring vision of the future for all of our students as they venture forward on their journey as lifelong learners. Here, you will have the opportunity to exercise your potential in a role supporting the business of education. Our work directly contributes toward the goal of ensuring that our students graduate ready for the world – ready to thrive in college, career and life. LAUSD is the second largest school district in the nation with an enrollment of nearly 575,000 students. We serve an area totaling 710 square miles, with over 1,190 schools and educational centers, and we employ over 74,000 individuals, making us one of the largest employers in our city.

LAUSD Employees: Please be advised that all LAUSD employees must sign in to the GlobalProtect Virtual Private Network (VPN) in order to submit an application from an external network outside of an LAUSD location. For assistance with installing the GlobalProtect virtual network, please contact Information Technology Services at [phone] or [phone].

BENEFITS

Insurance:Paid premiums for your choice of several medical, dental, vision, and life insurance plans.

Retirement:Membership in the California Public Employee Retirement System (CalPERS).

Vacation:Full-time employees earn up to two weeks of paid vacation to start. Three weeks after five years of year-round paid service.

Paid Holidays:Up to 13 days.

NOTE: Positions in this job classification may be offered 11-month basis - salary and paid time off for 11-month positions will be adjusted accordingly.

JOB DUTIES/RESPONSIBILITIES

A School Administrative Assistant manages a school office, performs administrative assistance for a school administrator and is responsible for the supervision of the clerical activities of a school.

Typical duties for this position include:

• Planning, establishing, and supervising the implementation of clerical procedures in a school office to ensure timely preparation and submission of reports, records, studies, letters, and other materials.
• Supervising clerical work related to such matters as enrollment, attendance, curriculum, personnel, organization, budgeting, accidents, student grades, special programs, time reporting, and requisitions and purchase orders for supplies and equipment.
• Performing secretarial duties for a principal by arranging appointments, maintaining an appointment calendar, receiving visitors, screening telephone calls and mail, and composing communications from general instructions or rough notes.
• Utilizing and supervising the use of applications software to conduct school business including payroll, procurement, financial reports, attendance, personnel matters, and secretarial duties.
• Reviewing communications, bulletins, reports, and other items and obtaining information from a variety of sources as requested by the administrator in order to advise on necessary actions and to provide information to school personnel, parents, students, and others.
• Answering or referring inquiries, contacts administrative offices and public service agencies, interprets District and school policies, and coordinates and provides approved information to parents, students, school personnel, and the public over the telephone and in person.
• Requesting available teachers to cover classes during absences of regular or substitute teachers and maintains related records.
• Orienting new and substitute teachers, parent groups, volunteers, and aides in school and office administrative policies and procedures and issues materials, such as daily bulletins, programs, and keys.
• Organizing and maintaining files, records and guides.
• Performing miscellaneous clerical work, such as filing, typing, relaying messages, operating office machines, and opening and routing mail.
• Providing orientation and training for clerical personnel, including those assigned to offices supervised by certificated staff. Advising school administrators on office procedures, layout, equipment, and staffing, and on policies and procedures related to the clerical staff.
• Assisting in securing substitute teachers and classified personnel.

NOTE: This is not an exhaustive list of the responsibilities of this position. For a comprehensive list of duties performed in these classifications, please visit https://bit.ly/41LryhO

MINIMUM REQUIREMENTS

PROMOTIONAL STATUS IS REQUIRED

You must be a current or retired employee of LAUSD with 130 paid days in regular status in the Classified Service or permanent status in the Certificated Service or have been laid-off within the past 39 months from a regular, permanent LAUSD position in which you passed probation.

Laid-off employees' eligibility as a promotional candidate expires at the end of their 39 month period; as such, laid-off employees applying for promotional career opportunities may not be eligible to complete the assessment process or may be removed from the employment eligibility list once their eligibility as a promotional candidate expires.

EDUCATION

Graduation from high school or evidence of equivalent educational proficiency, preferably supplemented by courses in office management, District software applications, and supervision.

EXPERIENCE

Two years of experience in office clerical work, preferably including one years of experience performing clerical work in a school office. Experience providing work direction to clerical staff and/or preparing payroll is preferable. Completion of a course of at least 30 hours in supervision at an adult school or recognized college or university or a certification of completion of the instructor-led Los Angeles Unified School District’s Organizational Excellence School Administrative Assistant (SAA) Boot Camp Training Program may be substituted for one year of the aforementioned experience.

SPECIAL

A first-aid certificate issued by the Red Cross is preferable. Ability to speak Spanish may be required for some positions.

DESIRABLE QUALIFICATIONS

An IDEAL School Administrative Assistant candidate would possess:

• A strong understanding of school office policies, procedures, and safety.
• A comprehensive understanding of school-based time reporting policies and procedures, and how to utilize the BTS system for time reporting purposes.
• A strong understanding of District-specific software such as LRP Shopping Cart and MiSIS
• Resourcefulness, strong analysis and problem-solving skills, and the ability to make sound decisions.
• Flexibility and a proven ability to multi-task effectively under pressure and frequent interruptions.
• Solid organizational skills and exceptional customer service skills.
• Effective verbal and written communication skills.

EMPLOYMENT SELECTION PROCESS

The selection process for School Administrative Assistant TENTATIVELY consists of a computerized multiple-choice assessment and a writting project/technical interview.

NOTE: You may waive the multiple-choice assessment if you have completed an instructor led School Administrative Assistant Bootcamp Training Program within one year of application close date. You will be invited to take assessments online and testing will be conducted remotely, and all candidates will be required to submit a Candidate Confidentiality Form prior to testing. Failure to submit this form before the given deadline will result in the withdrawal of your application from the selection process.

TESTING PROCESS

You will be invited to take these assessments online and testing will be conducted remotely and all applications will be required to submit a Candidate Confidentiality Form prior to testing. Failure to submit these forms before the given deadline will result in the withdrawal of your application from the selection process.

Your test scores from these assessments will be banked and used for final calculation.

You must receive PASSING SCORES on all TEST MODULES, for all the assessments, to remain in the selection process.

Candidates who receive a failing score on any test module will NOT be eligible to move forward in the selection process.

The technical interview may be worth 100% of a candidate's overall score and will be used to rank order candidates on the resulting eligibility list. The writing project will be evaluated in conjunction with your interview.

If you are successful on all the assessments and meet the minimum education and experience requirement, you will be added to the eligibility list provided you submit necessary documantation when requested during the recruitment process.

THE RETAKE POLICY FOR THE SCHOOL OFFICE MANAGER SERIES, WHICH INCLUDES SCHOOL ADMINISTRATIVE ASSISTANT, CONTINUATION SCHOOL OFFICE MANAGER, AND EARLY EDUCATION CENTER OFFICE MANAGER, ISFOUR (4) MONTHS.

DO YOU NEED TECHNICAL ASSISTANCE WITH THE ON-LINE APPLICATION?

The Los Angeles Unified School District intends that all qualified persons shall have equal opportunities for employment and promotion. Reasonable accommodations in completing an application and testing are available to individuals with disabilities. Please call [phone] for more information.

ADDITIONAL POSTING INFORMATION

Selection and promotion are based on a competitive employment assessment process. Candidates who pass all parts of the assessment process are placed on a hiring (eligibility) list based on their assessment score. Hiring departments may make job offers to candidates on the top three ranks of the hiring list. Eligibility typically lasts for 12 months. The hiring list resulting from this assessment process may be used to fill open positions in related job classifications.

The Los Angeles Unified School District is committed to providing a working and learning environment free from discrimination, harassment, intimidation, abusive conduct, or bullying. The District prohibits discrimination, harassment, intimidation, abusive conduct or bullying based on actual or perceived race or ethnicity, gender/sex (including gender identity, gender expression, pregnancy, childbirth, breastfeeding/lactation status and related medical conditions), sexual orientation, religion, color, national origin (including language use restrictions and possession of a driver’s license issued under Vehicle Code), ancestry, immigration status, physical or mental disability (including clinical depression and bipolar disorder, HIV/AIDS, hepatitis, epilepsy, seizure disorder, diabetes, multiple sclerosis, and heart disease), medical condition (cancer related and genetic characteristics), military and veteran status, marital status, registered domestic partner status, age (40 and above), genetic information, political belief or affiliation (unless union related), a person's association with a person or group with one or more of these actual or perceived characteristics, or any other basis protected by federal, state or local law, ordinance, or regulation in any program or activity it conducts or to which it provides significant assistance. For inquiries or complaints contact our Equal Opportunity Section, [phone].

LAUSD Talent Acquisition and Selection Branch