Senior Office Assistant (Catalina Island)

Clerical Support Position

This position is for Catalina Island positions only. Please note: Catalina Island Non-Represented employees receive an additional $4.2247 per hour. Avalon School is located on Catalina Island, 22 miles southwest of the Los Angeles Harbor Breakwater. Employees must live on the island, and/or arrange for their own transportation to and from the island. (Daily round trip boat cost to Catalina Island is approximately $91). The eligibility list is being created to fill future vacancies and substitute assignments as they occur. JOB SUMMARY: Under the direction of an assigned supervisor, perform complex and varied clerical support duties involving frequent and responsible public contacts requiring an understanding of a process or functional area at an assigned school, District office or program; greet and assist visitors; assist in assuring smooth and efficient office operations; perform related duties as assigned.

Examples Of Duties

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 classification.

• Perform complex and varied clerical support duties involving frequent and responsible public contacts requiring an understanding of a process or functional area at an assigned school, District office or program.
• Compose correspondence independently or from oral instructions; type letters, reports, memoranda, contracts, legal documents, agendas, records, requisitions and other materials from straight copy, rough drafts or oral instructions, including materials of a confidential nature; review, proofread and verify accuracy of documents.
• Initiate and receive telephone calls; screen and route calls; take and relay messages; explain school, office or program policies and procedures; provide technical information concerning policies and procedures of assigned program, school or office according to established guidelines; resolve issues as appropriate.
• Establish and maintain various school, office and departmental records, logs and files for functions such as counseling, registration, testing, graduation, immunization, health, transportation, food services, purchasing, attendance and testing.
• Communicate with other departments, schools, parents, District staff and outside organizations regarding office operations, activities, supplies, policies and procedures and student information; prepare and coordinate administrative schedules and calendars; make travel arrangements as assigned.
• Input a wide variety of information into computerized databases and generate a variety of reports and lists; assure the timely distribution and receipt of a variety of records and reports; request or provide information as necessary to assure completeness and accuracy; maintain rosters, schedules and activity calendars as assigned.
• Receive monies and make deposits in accordance with established procedures; maintain related financial and statistical records; monitor expenditures and budgets as assigned by the position; research and prepare purchase requisitions, requests for services, contract and hourly additional funding; submit appropriation transfers.
• Receive employee absence calls; prepare related forms and lists; fill vacancies according to established procedures; notify sites that substitute workers have been assigned.
• Sort and file materials according to established procedures; establish, maintain and purge records, logs, inventories and various files.
• Inventory, order, receive, store and distribute office, classroom, school and departmental supplies, materials and equipment; follow-up with vendors concerning missing or incorrect orders; tabulate, duplicate and forward invoices to appropriate departments.
• Receive equipment repair and work orders from school and District offices; prioritize and assign requests; process and route orders according to established procedures; maintain related records.
• Collect and compile information, documents and data from files and records to be included in reports and files; prepare graphic presentations and charts as assigned.
• Operate a variety of office equipment including a copier, fax machine, calculator, typewriter and a computer; arrange for repairs of equipment as directed.
• Train and provide work direction and guidance to clerical staff; participate in the hiring and evaluation process as requested; prepare time sheets or assist with recording and computing employee time sheets as assigned.
• Administer routine first aid to students and staff as assigned by the position; dispense medication according to physician instructions and District policy; prepare and maintain related records; notify parents of ill or injured students as needed.
• Receive, route and distribute mail; assist with preparing materials; duplicate, collate, staple, bind and laminate various materials; distribute materials as assigned.
• Assist in monitoring workload and in determining work priorities; orient new hires and answer procedural questions; build teams to complete special projects as directed.
• Assist in the organization of in-service trainings for District staff; prepare related materials.
• Take, transcribe and distribute minutes of meetings as directed.
• Provide clerical assistance to other departments and secretarial staff as necessary.
• Perform related duties as assigned.

Employment Standards

Knowledge of: Modern office practices, procedures and equipment. Operation of a computer and assigned software. Record-keeping and filing techniques. Telephone techniques and etiquette. Report preparation techniques. Correct English usage, grammar, spelling, punctuation and vocabulary. Interpersonal skills using tact, patience and courtesy. Applicable laws, codes rules and regulations related to assigned activities. Principles of training and providing work direction. Oral and written communication skills. Basic budgeting practices regarding monitoring and control. District organization, operations, policies and objectives. Proper methods of storing equipment, materials and supplies. Basic first aid. Basic math. Ability to: Perform complex and varied clerical support duties. Communicate effectively with students, parents, staff and administration. Interpret and explain applicable laws, codes, rules, regulations, policies and procedures. Answer telephones and greet the public courteously. Maintain records and files. Compile, assemble, verify and prepare data for records and reports. Train and provide work direction to others. Understand and follow oral and written directions. Establish and maintain cooperative and effective working relationships with others. Meet schedules and time lines. Plan and organize work. Determine appropriate action within clearly defined guidelines. Compose correspondence and written materials independently. Receive, sort and distribute mail. Administer routine first aid. Add, subtract, multiply and divide quickly and accurately. Operate a variety of office equipment including a computer and assigned software. Work independently with little direction. Complete work with many interruptions.

Education and Training: Graduation from high school.

Experience: Either two years of clerical experience involving public contact or one year of experience at the level of Intermediate Office Assistant. Any other combination of training and/or experience that could likely provide the desired skills, knowledge or abilities may be considered

Special Requirements

Positions in the Senior Office Assistant - BL Spanish classification require the ability to communicate effectively, both orally and in writing, in Spanish. Applicants must successfully pass the District's bilingual/biliterate test.

Some positions in this classification may require the use of a personal automobile and possession of a valid California driver's license.

SELF-CERTIFICATION OF TYPING/KEYBOARDING SKILLS:

This classification requires that incumbents be skilled in typing/keyboarding at a minimum of 35 words per minute. A typing test will not be given. Incumbents must certify in writing that they have such skills at the time of appointment to this class. Demonstrated proficiency will be expected during the probationary period for the class.

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