School Office Manager/Administrative Assistant (Spanish Bilingual Required)

Oxnard School District; Oxnard (CA); On-site; USD 44,000 - 58,000; Full time

Job summary

Oxnard School District seeks a School Office Manager to support the principal, coordinate clerical tasks, and supervise staff. The role involves managing communications, scheduling, and office operations at the school site.

Responsibilities include handling enrollment, budgeting, payroll-related records, and maintaining supplies. The candidate should have a high school diploma and relevant college coursework, plus clerical experience within a school or public agency context.

Qualifications

• High school diploma or equivalency and one year (24 semester or 36 quarter units) of college coursework in secretarial science, office management, business administration, public administration, or related field.
• Three years of clerical experience.

Responsibilities

• Relieve the Principal of routine administrative detail and organize office activities.
• Schedule appointments, maintain calendars, and coordinate facilities.
• Lead clerical staff and provide training to other personnel.
• Handle enrollment, testing, attendance, budgeting, and personnel records.

Skills

Office administration

Communication

Public relations

Leadership

Education

High school diploma

College coursework in secretarial/business

Job description

Current Vacancy

1 - School Office Manager position, 8 hours per day, 215 work days per year.

This eligibility list will be valid for one year and will be used to fill any future vacancies during the time this list is active.

No Current Vacancy

Administrative Assistant (Spanish Bilingual Required) - 8 hours per day, 246 work days per year.

We are testing for an eligibility list at this time, which will be used to fill vacancies for up to one year.

By submitting an application for this recruitment, you may be considered for the School Office Manager position, Administrative Assistant position, or both. Please indicate on the supplemental questionnaire which position(s) you are interested in.

Note: Some positions that involve public contact may require bilingual proficiency for which selective certification may apply (Education Code 45277).

Under the direction of the Principal or other site administrator as designated by the Principal, performs secretarial and clerical duties for a school office relieving the site administrator of routine administrative detail; organizes office activities and coordinates the flow of communications for the site administrator; performs public relations and communication services; serves as a lead clerical worker, and performs a variety of duties relative to assigned area of responsibility.

• Coordinates and manages a variety of office activities to relieve the Principal of administrative detail; Serves in a lead capacity in a school office providing training and work direction to other clerical personnel; Schedules appointments and office activities, coordinating facilities and maintaining calendars;
• Participates in clerical activities related to enrollment, testing, attendance, curriculum, personnel, organization, budgeting, accidents, student grades, special programs and employee time records and reports;
• Communicates with other administrative offices, public service agencies, school personnel and the public to coordinate, provide and receive information, interpret policies, procedures and regulations as necessary;
• Receives, initiates, telephone calls; screens telephone calls for designated administrator;
• Ensures security of school keys; issues, retrieves, and maintains records of keys to offices, classrooms, and other school facilities according to established procedures;
• Requisitions, receives, stores, and distributes school supplies and office materials; maintains supply and equipment inventories and purchase orders; maintains budgetary records and monitors expenditures as required;
• Performs a variety of clerical duties including, but not limited to, filing, duplicating materials, receiving and transmitting messages, and opening and routing mail;
• Composes and types from rough drafts or verbal instructions a variety of written materials such as letters, memoranda, requisitions, bulletins, agendas, lists, and reports; Processes and tracks personnel requisitions and other documentation related to the employment of school site employees; Monitors and assures classroom coverage; contacts Personnel Department to arrange for substitute personnel; communicates with staff regarding proper coverage of classes during absence of teachers;
• Provides orientation to new and substitute personnel, parent groups, and volunteers; issues proper materials; Submits and follows up on maintenance and technology work orders and requests;
• Prepare and proofread class schedules and other written materials and oversee the timely distribution of materials as required;
• Provides or arranges for appropriate care or first aid and dispenses medication according to established guidelines and procedures; Maintains employee attendance records; prepares payroll reports and distributes payroll warrants;
• Maintains financial records related to the receipt and disbursement of funds;
• Prepares and maintain a variety of files, records and reports.

Other Related Duties

• Assists in maintaining the health office at a school site including taking inventory and ordering supplies;
• Oversees students sent to office as required;
• For positions with bilingual designations, translate a variety of written materials from English to a second language and from that language into English; interpret and facilitate communication between staff and non-English speaking parents;
• Performs related duties and responsibilities as required.

Please refer to the 'Employment Standards' section of this bulletin to make sure you meet all requirements before applying.

Open & Promotional recruitment: Internal candidates who attain a passing score on each examination part will be placed in rank order on a promotional eligibility list. Outside candidates will be similarly placed on an open eligibility list which will be used after the promotional list or if there are fewer than three ranks remaining on the promotional list. These examinations are open to permanent employees and the public.

Education

Graduation from high school or equivalency and one year (24 semester or 36 quarter units) of college-level coursework including coursework in secretarial science, office management, business administration, public administration, or a closely related field. One or more years of school district or public agency based clerical experience including a high level of public contact may be substituted for the required college coursework.

Experience

Three years of clerical experience.

Special

A valid, California Class C, driver’s license may be required, and if so, must be maintained during the course of employment.

Ability to be insured, and continue to be insurable, by the District’s liability insurance carrier.

EQUAL OPPORTUNITY

The Board of Education is committed to providing equal opportunity for all individuals in district programs and activities. District programs, activities, and practices shall be free from unlawful discrimination, including discrimination against an individual or group based on race, color, ancestry, nationality, national origin, immigration status, ethnic group identification, ethnicity, age, religion, marital, pregnancy, parental status, reproductive health, decision making, physical or mental disability, medical condition, sex, sexual orientation, gender, gender identity, gender expression, veteran or military status, or genetic information; a perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics.

NONDISCRIMINATION NOTICE

The Oxnard School District does not discriminate on the basis of race, color, national origin, sex, or disability or affiliation with the Boy Scouts of America and other designated youth groups or any other basis protected by law or regulation, in its educational program(s) or employment. The following employees have been designated to handle questions and complaints of alleged discrimination: Dr. Scott Carroll, Assistant Superintendent of Human Resources, Title IX Coordinator, 1051 South A Street, Oxnard, CA 93030, [phone], [e-mail]