School Office Assistant #21-27

Newport-Mesa Unified School District; Newport Beach, Costa Mesa (CA, CA); On-site; USD 30,000 - 39,000; Full time

Benefits offered by this job

2.5% bilingual stipend

Job summary

Newport-Mesa Unified School District seeks a qualified school office clerk at Paularino Elementary. The role supports the front desk, answers phones, greets students and families, and handles routine clerical tasks within a school office environment.

Responsibilities include attendance-related duties, data entry, mail routine processing, and assisting with events. A high school diploma and two years clerical experience are required; bilingual Spanish proficiency is required with a stipend

Qualifications

• Graduation from high school or equivalent.
• Two years of increasingly responsible clerical/secretarial experience.

Responsibilities

• Answer phones and greet visitors, provide information to students and parents.
• Maintain attendance records and student files as required.
• Prepare and distribute mail and communications.
• Assist with basic first aid and emergency procedures.

Skills

Bilingual Spanish

Reception duties

Education

High School Diploma

Job description

THE VACANCY:

This recruitment is open and promotional, meaning all are welcome to apply and current employees in permanent positions are eligible to receive seniority credit and promotional placement once passing all exams.

There is currently one vacancy at the following location:

• Paularino Elementary School (8 hours per day, 5 days per week, 10 months per year)

NOTE:

The ability to speak Spanish is required for Paularino. A bilingual proficiency exam is part of the examination process for those candidates who selected an interest in testing for this particular skill. A 2.5% bilingual stipend would be added to the base pay at time of hire.

BASIC FUNCTION:

Under the direction of an assigned administrator, perform a variety of clerical duties in support of an assigned school office; serve as receptionist answering phones and greeting and assisting students, parents and visitors.

MINIMUM QUALIFICATIONS:

EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school and two years of increasingly responsible clerical and secretarial experience.

LICENSES AND OTHER REQUIREMENTS: Valid First Aid/CPR certificate issued by an authorized agency.

THE EXAMINATION:

Exam Weight

• Supplemental Questions: Qualifying
• Performance Examination: Computer Skills Exam: Qualifying
• Written Examination: 50%
• Qualifications Appraisal Interview: 50%

The supplemental questions to the application will be reviewed and rated for certification. These questions are required at the time of application and are qualifying.

An eligibility list will be established for successful candidates which will be used to fill open positions during the life of the list.

Examinations and interviews held to create the eligible list will be conducted virtually, using different online/internet platforms that require video recording or conferencing capabilities, as well as access to a computer with an internet connection and basic Microsoft Office Suite Software.

The performance examination is tentatively scheduled for the week of October 12th. The written examination is tentatively scheduled for the week of October 19th. All who are successful on the written examination will be invited to the qualifications appraisal interview (oral exam) which has been tentatively scheduled for the week of October 26th. You will be notified via email, as indicated on your application, regarding your ability to participate in the examination phase of the recruitment.

Applications will be reviewed for minimum requirements. However, Newport-Mesa Unified School District reserves the right to hold a competitive screening based on the number of applications and the needs of the District.

REPRESENTATIVE DUTIES:

• Perform a variety of office functions and activities in support of an assigned school office; prioritize and schedule duties and activities as necessary to assure efficiency and effectiveness.
• Answer phones and greet visitors; take and relay messages; open, sort and route mail and communications; provide information to students, parents, staff and the public; apply and explain District policies and school procedures and regulations.
• Participate in various attendance-related duties as assigned; verify absences as needed; prepare and maintain attendance and absence reports and lists according to established procedures; issue readmits to students; maintain student database system regarding absences, readmits and tardies.
• Participate in student registration activities; assist parents with proper completion of forms; enroll and drop students as appropriate; maintain related records; assure emergency cards are completed and up-to-date; issue bus passes.
• Type, file, and request and send cumulative student records to and from other schools according to established procedures.
• Communicate with other departments, District staff and outside organizations regarding school operations, activities, supplies, policies and procedures and student information; update webpages and email information to others as assigned by the position; assist school organizations with preparing events as required; maintain related documentation.
• Type a variety of written materials including reports, records, requisitions, mandated cost reports, schedules, correspondence, memoranda, travel requests, bulletins, newsletters and statistical data; input and update data on a computer and generate lists and reports as required.
• Operate a variety of office equipment including computer and assigned software.
• Assist with administering routine first aid to students and staff; dispense medication according to physician instructions; prepare and maintain related records; notify parents of ill or injured students as needed.
• Participate in emergency and fire drills as required.
• Inventory and order office, classroom and school supplies, materials and equipment.
• Assist with CELDT and other testing as assigned by the position.
• Provide assistance to substitute staff as needed; generate and process files and other documents.

OTHER DUTIES:

Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

• Modern office practices, procedures and equipment.
• Operation of a computer and assigned software.
• Record-keeping techniques.
• Telephone techniques and etiquette.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Interpersonal skills using tact, patience and courtesy.
• Applicable sections of State Education Code and other applicable laws.
• Basic first aid.
• Oral and written communication skills.

• Perform a variety of clerical duties in support of assigned elementary school office.
• Understand and follow oral and written directions.
• Answer telephones and greet the public courteously.
• Communicate effectively with students, parents, staff and administration.
• Learn, interpret and explain rules, regulations, policies and procedures.
• Maintain records and prepare reports.
• Type and input data at an acceptable rate of speed.
• Establish and maintain cooperative and effective working relationships with others.
• Meet schedules and time lines.
• Prioritize and schedule work.
• Operate a variety of office equipment including a computer.
• Work independently with little direction.
• Compose correspondence independently.

WORKING CONDITIONS:

• School office environment.
• Constant interruptions.

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

Ewing Consulting, Inc. August 2016