Office Assistant II #74-26

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. 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.

THE EXAMINATION

Exam Weight: Supplemental Questions: Qualifying Performance Examination: 5‑minute typing at 40 net wpm Qualifying Computer Skills Test: Qualifying Written Examination: 50% Qualifications Appraisal Interview: 50% The supplemental questions to the application will be reviewed and rated for certification. These questions are required at the time of application and are qualifying. Examinations and interviews held to create the eligible list will be conducted virtually, using different online/internet platforms that require video recording or conferencing capabilities, as well as access to a computer with an internet connection and basic Microsoft Office Suite Software. The performance examination is tentatively scheduled for the week of July20th and is qualifying to be invited to the written examination. The written examination is tentatively scheduled for the week of July27th. All who are successful with the performance and written examination will be invited to the qualification appraisal interview (oral exam) which is tentatively scheduled for the week of August3rd. You will be notified via email, as indicated on your application, regarding your ability to participate in the examination phase of the recruitment. Applications will be reviewed for minimum requirements. However, Newport‑Mesa Unified School District reserves the right to hold a competitive screening based on the number of applications and the needs of the District.

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. 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. #J-18808-Ljbffr Newport Beach & Company