SENIOR OFFICE ASSISTANT (AS NEEDED)

Job Title

Senior Office Assistant

Job Description

This is an open competitive recruitment to establish an eligibility list for several temporary as-needed positions that may be filled as a result of this recruitment. This eligibility list may be used to fill additional vacancies or as-needed assignments that occur within twelve months (the term of the list). This recruitment is open until filled. The Personnel Commission reserves the right to close this recruitment at any point in time. Under general supervision, performs a wide variety of moderately complex clerical and records management duties, which may include: front-desk, reception, typing, word processing, data entry, record keeping and filing; and performs related duties as assigned. Senior Office Assistants are responsible for performing routine, and moderately complex, word processing and carrying out responsible office clerical and records management functions requiring general knowledge of District policies and procedures. Senior Office Assistants are distinguished from Office Assistant in that incumbents in the former class perform more difficult and specialized clerical and office support functions. Assigned work requires the use of judgment in selecting appropriate procedures and solving routine to non-routine problems based on knowledge gained through experience.

Duties

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Types, drafts, formats, revises, prints and distributes correspondence, memoranda, calendars, requests, forms, lists, reports and other documents; types from rough notes, drafts, and brief oral instructions; composes routine correspondence; enters and revises data in databases and generates reports; prepares and compiles packets; processes and distributes inter- and intra-District permits; opens, screens and distributes office mail; sends and receives faxes and electronic files, including Adobe and Microsoft Office based documents; prepares regular and bulk mailings; copies various documents and materials, including large duplication orders.
• Answers, screens and routes telephone calls; takes and distributes messages; greets and directs visitors to the appropriate office or staff member; responds to questions and complaints and refers questions and complaints to appropriate staff; answers written inquiries for standard information; provides translations for non-English speaking visitors; requests office and equipment repairs.
• Maintains office files and records; prepares manual and computer logs of various documents and requests; creates new files and folders; retrieves, duplicates and distributes copies of reports, forms, records and documents; deletes and purges closed files; requests materials and reports from Information Systems.
• Maintains open and revolving budget ledgers and monitors purchase orders and expenses against program budgets and accounts; distributes budget records; arranges for reimbursements; submits requests for appropriation transfers; prepares deposits; maintains files of completed requisitions; processes invoices and payment requests; performs routine posting and updating of budget expenditures.
• Collects and prepares time reports for designated staff; records daily attendance information; prepares and sends documents to the payroll department; receives and distributes paychecks.
• Orders and keeps inventory of office supplies, materials, equipment and furniture; maintains records of supply orders; receives, checks-in and follows up on deliveries; monitors supply orders to ensure monies are spent in accordance with grant and program requirements; prepares removal forms for obsolete or stolen equipment.
• Schedules meetings, workshops, events and conferences; coordinates meeting arrangements; drafts sign-in sheets, agendas, notices and translations from written or oral instructions; arranges for refreshments and catering; takes meeting minutes; makes arrangements for teachers to attend conferences; organizes interviews and orientations; makes reservations for field trips.

Other duties:

• Trains and support new employees on office procedures; may provide work direction to other clerical personnel.
• Acts as volunteer programs coordinator and organizes volunteer activities.
• Schedules immunizations and health testing; prepares mailings; processes immunization paperwork; collects and restocks first aid kits.

Qualifications

Minimum qualifications:

• Knowledge of office administration practices and procedures.
• Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
• District organization, functions, rules, policies and procedures applicable to office operations.
• Operations and requirements of the District payroll system.
• Uses and operations of a computer and standard business software including word processing and spreadsheets.
• Records management, record keeping, filing and basic purchasing practices and procedures.

Ability to:

• Operate a computer terminal and computer using word processing, spreadsheet and other business software.
• Operate other standard office equipment.
• Organize, set priorities and exercise sound judgment within areas of responsibility.
• Interpret, apply and reach sound decisions in accordance with District and department policies and procedures.
• Organize and maintain office and specialized files.
• Compose routine correspondence from brief instructions.
• Communicate clearly and effectively, orally and in writing, in English and a designated second language as necessary.
• Understand and follow written and oral instructions.
• Prepare clear, accurate and concise records and standard correspondence.
• Use tact, discretion and courtesy in dealing with sensitive situations and individuals.
• Establish and maintain effective working relationships with District administrators, staff, students, parents, the public and others encountered in the course of work.
• Dress appropriately, in accordance with the work environment.

Education, Training, and Experience:

• Graduation from high school or G.E.D. equivalent.
• Two (2) years of increasingly responsible office administrative or secretarial experience.
• Or some combination of education, training and experience that produces the requisite knowledge and ability.

Licenses; Certificates; Special Requirements:

Some positions in this class may be required to use a second designated language. Some assignments may require a valid Driver License, and proof of auto liability insurance.

Physical and Mental Demands:

• Lift, carry, push, pull, bend, twist, stoop, kneel, walk, run, and crawl.
• Perform light physical exertion.
• Lift 25 pounds.
• Carry 15 pounds.
• Reach in all directions.
• Stand, sit and walk for extended periods of time.
• Work at a desk, conference table or in meetings of various configurations.
• Read, interpret, and apply rules, regulations, policies and procedures

Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depend, in part, on the specific requirements for the job, the limitations related to disability and the ability of the selection authority to accommodate the limitation.