Office Assistant II #74-26

Basic Function Under the direction of an assigned supervisor, perform a variety of clerical support duties for an assigned department or program according to several specific routines and broadly defined policies and procedures. Distinguishing Characteristics Office Assistant I: entry‑level, routine and repetitive clerical duties under close supervision. Office Assistant II: clerical support duties involving independent judgment in the interpretation and application of broadly defined policies and procedures. Office Assistant III: complex and diverse clerical duties involving independent judgment and action within an assigned office or specific functional area; may serve as sole clerical support or lead capacity. Minimum Qualifications High school graduation and two years of clerical experience, or an equivalent combination. Ability to speak Spanish is required for some locations; a bilingual proficiency exam will be administered; a 2.5% bilingual stipend will be added to base pay upon hire. Examination Components include a 5‑minute typing test (40 net wpm), a Computer Skills Test, a Written Examination (50% of total), and a Qualification Appraisal Interview (50%). A supplemental questionnaire is also required at application time. Job Responsibilities Prepare and type letters, memoranda, bulletins, reports, schedules, lists, handbooks, questionnaires, requisitions or other materials from straight copy, rough draft or verbal instructions. Compile information and prepare or maintain a variety of records and reports related to assigned programs and activities; review and verify accuracy and completeness; establish filing systems; verify and process forms and applications. Compose routine correspondence; proof documents for accuracy, completeness, and procedural conformance. Serve as receptionist: answer telephone calls, take and relay messages. Receive, greet and direct visitors; respond to inquiries and provide general information. Input data into an assigned computer system; maintain automated records; generate lists and reports; review data for accuracy. Receive, sort and distribute mail; prepare informational packets and bulk mailings. Operate office equipment (calculator, copier, fax machine, computer, and assigned software). Communicate with personnel and outside agencies to exchange information and resolve issues. Monitor office supplies inventory; order, receive, and maintain inventory. Schedule and arrange appointments, conferences and meetings; maintain calendars; make travel arrangements. Process purchase orders and invoices; monitor expenditures; maintain auditable records. Develop and maintain files and records. Substitute or relieve other office personnel; arrange for repairs or service; receive, count, and issue monies; train and assign work to other clerical workers and student aides. Knowledge and Abilities Modern office practices, procedures and equipment. Policies and objectives of assigned programs and activities. Record‑keeping and report preparation techniques. Telephone techniques and etiquette. Correct English usage, grammar, spelling, punctuation, and vocabulary. Operation of a computer and assigned software. Oral and written communication skills. Interpersonal skills using tact, patience, and courtesy. Basic math. Abilities Type and input data at an acceptable rate. Maintain accurate records and prepare reports. Learn to operate a computer and new software applications. Establish and maintain cooperative and effective working relationships. Work confidentially with discretion. Make quick and accurate arithmetic calculations. Operate various office equipment. Meet schedules and timelines. Plan and organize work. Communicate effectively orally and in writing. Working Conditions Office or school environment with constant interruptions. Physical Demands Dexterity of hands and fingers to operate a computer and standard office equipment. Hearing and speaking to exchange information on the telephone or in person. Sitting or standing for extended periods of time. Seeing to read a variety of materials. Reaching overhead above the shoulders. #J-18808-Ljbffr Newport Mesa Unified School District