Office Assistant II #74-26

The Vacancy, Basic Function, Minimum Qualifications

THE VACANCY: This recruitment is open and promotional, meaning all are welcome to apply and current employees in permanent positions are eligible to receive seniority credit and promotional placement once passing all exams. There is currently one vacancy in secondary education at Monte Vista Independent Study School (8 hours per day, 5 days per week, 11 months per year). NOTE: The ability to speak Spanish* is required for some locations. A bilingual proficiency exam is part of the examination process when there is a vacancy with that required skill. A 2.5% bilingual stipend would be added to the base pay at time of hire. Please apply online at

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: The Office Assistant I classification is the entry-level class in the Office Assistant series. Incumbents in this classification are assigned routine and repetitive clerical duties and generally work under close supervision. Duties can usually be performed with brief instructions and require minimal previous clerical experience. The Office Assistant II classification performs a variety of clerical support duties involving independent judgment in the interpretation and application of broadly defined policies and procedures. The Office Assistant III classification performs a variety of complex and diverse clerical duties involving independent judgment and action within an assigned office or a specific office functional area requiring in-depth knowledge of the function served. Incumbents may serve as sole clerical support to a program or activity or serve in a lead capacity for other office clerical personnel.

MINIMUM QUALIFICATIONS: EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school and two years clerical experience.

Job Responsibilities

REPRESENTATIVE DUTIES: ESSENTIAL DUTIES: 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 and maintain a variety of records and reports related to assigned programs and activities; review and verify accuracy and completeness of various documents; establish and maintain filing systems; verify and process forms and applications as needed. Type letters, lists, memoranda, bulletins, reports, requisitions, flyers, forms or other materials from detailed or rough copy; compose routine correspondence; proof documents for accuracy, completeness and conformance to established procedures. Serve as receptionist, answering telephone calls and directing calls to appropriate personnel; take and relay messages as appropriate. Receive, greet and direct visitors; respond to inquiries and provide a variety of general information to personnel, students, parents and the general public related to office, department or program activities, policies and procedures. Input data into an assigned computer system; maintain automated records; generate computerized lists and reports as requested; review input and output data for accuracy. Receive, sort and distribute mail; prepare and distribute informational packets and bulk mailings as directed. Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software. Communicate with personnel and outside agencies to exchange information and resolve issues or concerns. Monitor inventory levels of office supplies; order, receive and maintain inventory of office supplies. Schedule and arrange appointments, conferences and meetings as directed; maintain calendars; make travel arrangements as assigned. Process purchase orders and invoices as assigned; monitor office or program expenditures; maintain auditable records. Develop and maintain a variety of files and records. Substitute for 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; schedule and/or coordinate meetings, conferences, travel and appointments. OTHER DUTIES: Perform related duties as assigned.

KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: 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. ABILITY TO: Type and input data at an acceptable rate of speed. Maintain accurate records and prepare reports. Learn to operate a computer and new software applications. Establish and maintain cooperative and effective working relationships with others. Work confidentially with discretion. Make arithmetic calculations quickly and accurately. Operate a wide variety of office equipment. Meet schedules and time lines. Plan and organize work. Communicate effectively both orally and in writing.

WORKING CONDITIONS: ENVIRONMENT: Office or school environment. 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.