Clerical Substitute Pool, 2025-26 School Year - Grossmont Union High School District

Office Assistant

The job of Office Assistant is done for the purpose of supporting assigned school site administrators by providing general clerical support, information and/or direction and responding to inquiries from parents, students and staff. Incumbents in this classification provide students, staff and the public with information through the performance of a wide variety of clerical services which directly supports learning.

This job reports to Assigned Administrator

Essential Functions

• Answers multiline telephone systems for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages.
• Collects fees as assigned for the purpose of ensuring the accuracy and timely completion of transactions.
• Compiles data from a variety of sources (e.g. graduation lists, budget data, inventories, transcripts, statistical information, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
• Coordinates a variety of activities (e.g. facility use, appointments, master calendar, sports calendar, field trips, college tours, special events/activities, duplicating services, STG and work experience events, registrations, registration materials, etc.) for the purpose of disseminating information to appropriate parties.
• Evaluates situations and inquiries involving other staff, students, parents, the public, police, probation department, etc. for the purpose of providing information and/or directing to appropriate personnel for resolution.
• Greets public, parents, students, vendors, etc. as may be required for the purpose of ensuring sign in, issuing visitors badges, responding to their inquiries and/or directing them to appropriate personnel.
• Maintains a variety of files, documents and student records (e.g. daily attendance information, monthly attendance reports, lunch program applications, job costing, postage use, equipment repair logs, inventories, requisitions, calendars, sign in sheets, disciplinary information, absence log, etc.) for the purpose of documenting and/or providing reliable information.
• Maintains and monitors textbook inventory as assigned (e.g. orders, stores, issues supplies and materials, etc.) for the purpose of documenting and/or providing reliable information.
• Maintains inventory of office supplies (e.g. ordering, stocking, distributing, etc.) for the purpose of ensuring the availability of items as needed.
• Maintains work area, equipment and/or supplies for the purpose of ensuring availability of materials as needed and promoting a safe and efficient work environment.
• Obtains quotations from vendors as assigned for the purpose of ensuring cost effective purchases are made for District staff.
• Oversees student workers as assigned for the purpose of providing guidance and training with their work function and/or ensuring safety practices are followed.
• Performs record keeping and clerical functions (e.g. copying, faxing, updating databases, generating reports, preparing mailings, filing, etc.) for the purpose of supporting assigned administrator and/or site personnel.
• Prepares written materials (e.g. forms, reports, memos, letters, work orders, bulletins, class schedules, billings, quotes, budgets, requisitions, inventories, lists, diplomas, certificates, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Processes documents and materials (e.g. work permits, letters, memoranda, reports, school bulletins, handbooks, questionnaires, requisitions, contracts, purchase orders, testing materials, mail, fees, fines, homework requests, enrollments, receipts, lunch program applications, work orders, registrations, grades, duplicated materials, etc.) for the purpose of ensuring accuracy and conformance to established procedures prior to disseminating information to appropriate parties.
• Reconciles account balances as assigned (e.g. revolving fund, ASB, scholarship account, vending machines, etc.) for the purpose of maintaining accurate balances and complying with accounting practices.
• Responds to inquiries of students, staff, other educational institutions, correctional institutions and/or the public for the purpose of providing information and/or direction as requested.
• Supports assigned administrative personnel for the purpose of assisting them in the completion of their administrative functions.

Other Functions

• Assists other personnel as may be required for the purpose of ensuring an efficient and effective work environment.
• Conducts inventories as assigned for the purpose of verifying materials and equipment and/or identifying losses.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

Skills are required to perform multiple, non-technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: administering first aid; operating standard office equipment including utilizing pertinent software applications; preparing and maintaining accurate records; and professional telephone etiquette.

Knowledge is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge required to satisfactorily perform the functions of the job includes: business telephone etiquette; modern office equipment; concepts of grammar and punctuation; data entry; keyboarding; basic security precautions; and pertinent codes, policies, regulations and/or laws.

Ability is required to schedule activities and/or meetings; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize specific, job-related equipment. In working with others, problem solving is required to identify issues and create action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited to moderate. Specific abilities required to satisfactorily perform the functions of the job include: adapting to changing priorities; communicating with diverse groups; establishing effective working relationships; meeting deadlines and schedules; working with constant interruptions; and working variable shifts as assigned.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; and operating within a defined budget. Utilization of some resources from other work units may be required to perform the job's functions. There is a continual opportunity to have some impact on the Organization's services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing. The job is performed under a generally hazard free environment.

Experience

Job related experience is required. High School diploma or equivalent.

Required Testing

Continuing Educ. / Training

Certificates & Licenses

Clearances

FLSA Status

Non Exempt

Approval Date

11/10/2005

Salary Grade

Unit II 37

Criminal Justice Fingerprint/Background Clearance

TB Clearance

Current Typing Certificate at an acceptable rate of speed.

Valid Driver's License & Evidence of Insurability as assigned

None Specified

As required for position

Requirements / Qualifications

Experience: Job related experience is required. Education: High School diploma or equivalent.

To be considered for this position, individually attach the following items to your complete EDJOIN application:

• Letter of Introduction (A personalized letter expressing your interest in the position and highlighting your qualifications.)
• Letter(s) of Recommendation (3 letters of recommendation written and dated within the past year from individuals familiar with your work.)
• Resume (A detailed resume outlining your education, experience, and skills.)
• Typing Certificate (Dated within 1 year.)

Comments and Other Information

We do NOT accept online typing certificates except from American Standard Typing Certificates. A current typing certificate required, unless you are currently working in a current clerical job (not substitute) with GUHSD. Typing certificates will be accepted with a minimum of 40 nwpm (net words per minute), within the last 12 months, and must be administered under the "International Typing Contest" rules. Below is a list of some Typing Certificate locations: SCAIR