Senior Office Assistant

Hacienda La Puente Unified School District; California (MO); On-site; USD 42,000 - 51,000; Full time

Job summary

Hacienda La Puente Unified School District is seeking a qualified clerical professional to perform specialized and complex administrative support for a District unit. This full-time position offers salary placement on Range 20 of the CSEA Salary Schedule, with initial steps at $4,173.21 per month, and requires high school graduation and two years of clerical experience.

Duties include managing documents, data input, calendars, reports, communications with staff and the public, and operating

Qualifications

• Two years of clerical experience.
• Graduation from high school is required.

Responsibilities

• Retrieves, copies, compiles, collates, laminates, distributes, and shreds various documents and materials.
• Files digital/paper documents and creates digital/paper file folders.
• Performs specialized clerical work involving fact finding, analysis, and independent judgment on a variety of materials.
• Operates various office machines such as photocopiers, scanners, fax machines, voicemail systems, and personal computers
• Locates sources of information, devises forms to compile data, and determines proper format for completed reports.
• Orders, receives, sorts, distributes, and maintains inventory of supplies and materials.
• Prepares correspondence, memos, reports, requisitions, work orders, and other related materials from verbal or written instructions.
• Opens, time-stamps, and distributes office mail.
• Manages calendars and arranges appointments.
• Operates software systems to input data and generate reports.
• Communicates via email, phone, or in person with members of the public, employees, and other individuals providing answers to questions, disseminating or explaining information, receiving information, and addressing complaints.
• Stuffs, sorts, and prepares outgoing mail for pickup.
• Schedules and makes reservations for meetings, workshops, and events.
• Provides information regarding District policies, rules and regulations, and operational procedures.

Skills

Modern office practices

Telephone etiquette

Filing and record-keeping

First aid basics

Communication

Education

High school diploma

Tools

Microsoft Word

Excel

Outlook

Internet browsers

Job description

THE POSITION

Under general supervision of an administrator or supervisor, performs specialized and complex clerical work and is typically responsible for a functional unit of activity.

CURRENT OPENINGS

Two 12 month/40 hours per week positions. Salary placement will be on Range 20 of the CSEA Salary Schedule. Initial salary placement for new employees is customarily at step 1 ($4,173.21 per month) of this salary range.

OPTIONAL SECOND LANGUAGE

Some positions in this classification require the ability to speak, read, and write a second language in addition to English, and may require bilingual proficiency for which selective certification may apply (Education Code 45277).

APPLICANT FILING INFORMATION

This recruitment is open to the public. An eligibility list will be established to fill vacancies for full time, part time, evening, summer, and substitute positions throughout the duration of the eligibility list. Eligibility lists typically last for twelve months. Vacant positions are filled from the top three ranks. Pursuant to PC Rule 6.2.10, the eligibility list established for this recruitment may be used for another related classification at the same or lower salary.

NOTE

Answers to the supplemental questions must be submitted with your application. Proof of your highest obtained education must be submitted by the final test part. You may upload the documents to your online application (in the "Attachments" section) or fax them to Silvia Lagunas at [phone].

The classification specification does not describe all duties performed by all incumbents within the class. This summary provides examples of typical tasks performed in this class.

RESPONSIBILITIES

• Retrieves, copies, compiles, collates, laminates, distributes, and shreds various documents and materials.
• Files digital/paper documents and creates digital/paper file folders.
• Performs specialized clerical work involving fact finding, analysis, and independent judgment on a variety of materials.
• Operates various office machines such as photocopiers, scanners, fax machines, voicemail systems, and personal computers
• Locates sources of information, devises forms to compile data, and determines proper format for completed reports.
• Orders, receives, sorts, distributes, and maintains inventory of supplies and materials.
• Prepares correspondence, memos, reports, requisitions, work orders, and other related materials from verbal or written instructions.
• Opens, time‑stamps, and distributes office mail.
• Manages calendars and arranges appointments.
• Operates software systems to input data and generate reports.
• Communicates via email, phone, or in person with members of the public, employees, and other individuals providing answers to questions, disseminating or explaining information, receiving information, and addressing complaints.
• Stuffs, sorts, and prepares outgoing mail for pickup.
• Schedules and makes reservations for meetings, workshops, and events.
• Provides information regarding District policies, rules and regulations, and operational procedures.

OTHER RELATED DUTIES

• May assist in enrolling and registering students, and filling out paperwork.
• May count and collect money, receive and record fees, and prepare receipts and deposit slips.
• May process reimbursements.
• May administer routine first aid to students and staff.
• May dispense medication according to physician instructions and District policy.
• May provide written and oral translation for non-English speaking individuals.
• Performs other related duties as directed.

DISTINGUISHING CHARACTERISTICS AMONG RELATED CLASSES

An Adult School Office Manager performs secretarial and clerical duties by managing and organizing activities at an Adult School campus, and supervises office staff.

A Senior Office Assistant performs specialized and responsible clerical work and is typically responsible for a functional unit of activity.

A Records Technician performs clerical work on permanent student or employee records, including posting, filing and retrieving, copying, microfilming, typing, and evaluating requests for records.

An Office Receptionist operates a central District-wide computerized phone system and performs a variety of clerical work.

PHYSICAL DEMANDS

Employees in this classification stand, walk, sit, reach, lift up to 25 pounds, carry, push, pull, stoop/kneel, balance, bend repeatedly, repetitively use fingers, repetitively twist or apply pressure using wrists or hands, use both hands simultaneously, use rapid mental/muscular coordination simultaneously, speak clearly, hear normal voice conversation, see near and far, use depth perception, see small details, use a computer, and telephone.

WORK ENVIRONMENT

Employees in this classification work inside, in direct contact with public, students, and other District staff, with exposure to dust and minor contagious illnesses (cold, flu, etc.), without direct supervision, with a high volume of work and tight deadlines, and with continuously changing priorities and interruptions.

EDUCATION

Graduation from high school or evidence of equivalent educational proficiency.

EXPERIENCE

Two years of clerical experience.

KNOWLEDGE OF

• Modern office practices, procedures and equipment.
• Telephone techniques and etiquette.
• Filing and record-keeping techniques and systems.
• Basic first aid procedures.
• Microsoft Word, Excel, Outlook, and Internet browsers.

ABILITY TO

• Exercise independent judgment and initiative without close supervision.
• Rapidly and accurately type using a computer keyboard.
• Establish and maintain cooperative working relationships.
• Stay informed and share information with those who need it.
• Logically grasp and think through issues and problems.
• Understand and interpret written material, including technical manuals, rules, regulations, instructions, reports, charts, or tables.
• Work under the stress of conflicting goals and timelines.
• Recognize workplace hazards and follow safety procedures.
• Demonstrate diligence in attending to details and quality.
• Work effectively as part of a team.
• Use good judgment in choosing courses of action.
• Communicate orally for the purpose of providing and obtaining information.
• Operate a computer and appropriate software applications.