Senior Office Specialist

Santa Monica-Malibu Unified School District; Malibu (CA); On-site; USD 28,000 - 36,000; Part time

Job summary

Santa Monica-Malibu Unified School District is seeking a part-time office support assistant for Malibu Elementary School, 4 hours per day, Monday through Friday. The role handles typing, records maintenance, student enrollment documentation, mail and phone duties, and basic cashiering.

Training may include CPR/first aid depending on assignment, with opportunities to support various administrators. Responsibilities cover data entry, scheduling, and records verification, plus routine accounting

Qualifications

• High school diploma or recognized equivalent.
• Two years of varied office support experience.
• Two years of FULL TIME (40 hours per week) experience is required; part-time experience will be prorated.
• CPR and first aid training may be required depending on position.
• Customer service and basic computer software experience is desirable.

Responsibilities

• Types letters, memos, agendas, records and reports.
• Maintains and updates class lists, schedules, attendance records and program records.
• Prepares and verifies information in student admission and enrollment records and changes related to student check-outs, transfers, withdrawals and attendance rates.
• Prepares fliers and information for brochures and notices.
• Schedules appointments and meetings for a variety of administrators, staff, school personnel and/or students.
• Screens, sorts, distributes and handles mail, email and outbound documents.
• Answers incoming calls; transfers callers and takes messages as needed.
• Greets, receives and directs visitors; looks up information regarding school programs and fees, schedules and enrollment procedures.
• Performs basic cashiering functions; accepts and records fees and receipts.
• Processes, maintains and verifies timekeeping records.
• Administers tests and performs other educational support functions.
• Formats spreadsheets and enters and updates information within databases and reports that are used within the school, department or division.
• Monitors inventory levels and orders forms and supplies.
• Submits work orders for needed repairs.

Skills

Customer service

Basic computer software

Education

High school diploma or recognized equivalent

Job description

Classified Employee's Salary Range: A-31

THERE IS CURRENTLY ONE VACANCY

4 hrs./day pm Monday - Friday at Malibu Elementary School

APPLICATIONS WILL BE ACCEPTED ONLINE ONLY

Friday, October 23, 2026 - Wednesday, October 28, 2026

BASIC FUNCTION

Under general supervision, performs a broad variety of office support functions on behalf of the school, division or department; types, assembles and prepares documents; maintains and updates databases; performs basic accounting, customer service and records processing functions; performs other related work as necessary.

MINIMUM QUALIFICATIONS

EDUCATION: High school diploma or recognized equivalent.

EXPERIENCE: Two years of varied office support experience.

NOTE: Two years of FULL TIME (40 hours per week) experience is required. Part-time experience will be prorated (e.g., four year's part-time experience at 20 hours per week = two years full time).

LICENSE AND OTHER REQUIREMENTS: Depending upon the position assignment, employees in this classification may be required to obtain training and/or certification in CPR and first aid and related nursing procedures.

PREFERRED QUALIFICATIONS: Customer Service and basic computer software experience is desirable. Note: The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities and qualifications required of personnel so classified. Reasonable accommodations will be made so that qualified employees can perform the essential functions of the job.

JOB DUTIES

• Types letters, memos, agendas, records and reports.
• Maintains and updates class lists, schedules, attendance records and program records.
• Prepares and verifies information in student admission and enrollment records and changes related to student check-outs, transfers, withdrawals and attendance rates.
• Prepares fliers and information for brochures and notices.
• Schedules appointments and meetings for a variety of administrators, staff, school personnel and/or students.
• Reviews and processes purchase orders, invoices and related documents; tracks the status of receivables and expenditures within particular accounts and answers basic questions.
• Screens, sorts, distributes and handles mail, email and outbound documents.
• Answers incoming calls; transfers callers and takes messages as needed.
• Greets, receives and directs visitors; looks up information regarding school programs and fees, schedules and enrollment procedures.
• Performs basic cashiering functions; accepts and records fees and receipts.
• Processes, maintains and verifies timekeeping records.
• Administers tests and performs other educational support functions.
• Assembles, copies and distributes transcripts and other office forms and documents; verifies attendance and class schedule information.
• Formats spreadsheets and enters and updates information within databases and reports that are used within the school, department or division.
• Monitors inventory levels and orders forms and supplies.
• Submits work orders for needed repairs.
• May verify prescriptions and screen immunization and emergency records.
• May administer first aid and medications and maintain related records.
• May provide work direction to Student Assistants, Teacher Assistants and volunteers regarding basic clerical assignments.
• Performs other functions as assigned or as the situation requires.

KNOWLEDGE OF

• Office practices and recordkeeping procedures.
• Student admission, attendance and enrollment procedures or department practices, programs and services.
• Basic math, accounting and timekeeping methods.
• Basic report writing methods.
• Appropriate telephone etiquette and customer relations techniques.
• Uses of wordprocessing, database and spreadsheet applications programs.

ABILITY TO

• Operate personal computer and standard office equipment.
• Assemble, maintain and verify information contained in records, reports and documents.
• Research and answer basic questions concerning procedures and programs.
• Understand and follow oral and written instructions.
• Communicate effectively and work cooperatively with co-workers, management, public and private representatives and other department personnel.
• Provide technical direction to Student Assistants and Student Workers.
• Demonstrate flexibility and respond to changing requirements and job assignments.
• Work cooperatively with others.
• Work independently.

WORKING CONDITIONS

ENVIRONMENT: This is primarily a sedentary classification and the employee works in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Depending upon the position assignment, the employee interfaces with students, teachers, school administrators, staff, and public and private representatives in performing a variety of clerical functions and in requesting and providing information.

PHYSICAL DEMANDS: Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or calculator and to operate standard office equipment. The position occasionally bends, stoops, reaches, pushes and pulls drawers to retrieve and file information and lifts and carries reports and records that typically weigh less than 20 pounds.

THE APPLICATION PROCESS: To be considered for an employment opportunity with the Santa Monica-Malibu Unified School District, it is necessary for you to complete an official District Application and Supplemental Questions. Resumes will not be accepted in lieu of an application. The application is part of the examination process and is part of your total evaluation of qualifications for employment.

THE EXAMINATION PROCESS: For those candidates who meet the minimum qualifications, the examination process will consist of any one or more of the following: Training and Experience Evaluation, Written Test, Performance Test, and/or Structured Interview. Additional information pertaining to the examination process will be emailed to those candidates who meet the minimum qualifications.

EXAMINATION PROTESTS: Protest of any part of the examination process must be in writing and received in the office of the Director of Classified Personnel no later than five (5) working days from the date you were notified of examination results. All notifications are send electronically via email. Any protest must include rationale to support the protest and must be based on illegal discrimination, abuse of discretion, or procedure/process error. We are not responsible for any incoming mail that is lost or misdirected after it has been entrusted to the US Postal Service.

ACCOMMODATION FOR DISABLED: If you have a disability that may require an accommodation in any of these examination procedures, please notify the Personnel Commission in writing at the time you submit your application.

ESTABLISHMENT OF ELIGIBILITY LIST: This examination process shall be open to all qualified applicants and shall result in one integrated eligibility list. All eligibility lists shall be established in accordance with Personnel Commission rules and shall be established for a period one (1) year, unless otherwise noted, or until there are fewer than three (3) ranks of eligible candidates who are available. Candidates are placed on the eligibility list in rank order according to their final examination score. Final examination scores will not change, but ranking may change as other candidates are added or removed from the list.

ADVANCED STEP PLACEMENT: Generally, new employees start at the first step on the appointed salary schedule. When filling a permanent vacancy, a new employee may request a higher salary placement based on having training and experience that greatly exceeds the minimum qualifications. An employee may submit a formal request for advanced step consideration on or after the first day of employment. Education transcripts, training certificates, and additional references may be requested for verification purposes.

HOW YOU WILL HEAR FROM US: All correspondence and notifications regarding this recruitment will be sent to the email address you provide. It is your responsibility to review, follow instructions, and respond to information in a timely manner; as if it was a function of your job.

The provisions of this announcement do not constitute an expressed or implied contract, and any provisions contained in this announcement may be modified or revoked without notice.