Office Specialist

Salary: $20.65 - $26.43 Hourly
Location : Throughout Poway Unified School District, CA
Job Type: Full or Part Time
Job Number: 25-0207
Site/Dept: District-wide
Opening Date: 06/03/2026
Closing Date: 6/12/2026 4:00 PM Pacific
Number of Working Months: 12


Description
The current vacancy is for 12 months worked per year, 40 hours per week, in the Extended Student Services department at the District Office.
However, other Office Specialist positions vary in hours worked, ranging from 30 to 40 hours per week, and in months worked per year, ranging from 9.5 to 12 months.
Selection Procedure

Applications will be screened, and those candidates whose backgrounds best match the requirements of the position will be invited to participate in a competitive examination process, which may include any combination of the following: Training & Experience evaluation (T&E), multiple-choice question test, job-related performance exercise, and technical/ oral appraisal interview. Examination procedures are subject to change as deemed necessary by the Director of the Personnel Commission.

Candidates who pass all examination processes are ranked on an eligibility list based on their score(s). Selection for the position will be made from among the top three (3) ranks of candidates. The eligibility list will be used for hiring purposes in other vacancies in the same or equivalent job classification and will be active for six (6) months (Merit Rule 50.100.1).
BASIC FUNCTION:
Under the direction of an assigned supervisor, perform specialized and complex technical and administrative clerical support duties involving independent judgment and action within an assigned office and requiring in-depth knowledge of the function or program; assist in assuring smooth and efficient office operations.

Examples of Duties
REPRESENTATIVE DUTIES:
Perform specialized and complex technical and administrative clerical support duties involving independent judgment and action within an assigned office and requiring in-depth knowledge of the function or program; assist in assuring smooth and efficient office operations. E

Greet and assist visitors; initiate and receive telephone calls; screen and route calls including emergency calls; take and relay messages; explain office or program policies and procedures; provide technical information and interpretation concerning policies and procedures of assigned program or office according to established guidelines; resolve issues as appropriate. E
Provide technical information for the preparation and maintenance of annual budgets; monitor expenditures and balance accounts; prepare forms, benchmarks, invoices and other related information; submit budgetary information according to established schedules. E
Compose correspondence; type, format and process a variety of records and documents related to assigned activities such as conference requests, press releases, reimbursements, mileage claims, work orders, statement of absences, revolving cash invoices and requisitions; create departmental forms. E
Compile information and prepare and maintain a wide variety of data and reports according to established procedures and time lines; process a variety of forms and applications pertinent to the assignment. E
Maintain office and departmental records and files; sort, file and purge materials according to established procedures; release information from files and records to authorized personnel and outside agencies as appropriate. E
Input a wide variety of information into computerized database and generate a variety of reports and lists; assure the timely distribution and receipt of a variety of records, logs and reports; request or provide information as necessary to assure completeness and accuracy. E
Inventory, order, receive, store and distribute office and departmental supplies, materials and equipment; follow-up with vendors concerning missing or incorrect orders; tabulate, duplicate and forward invoices to appropriate departments. E
Locate substitute staff as assigned by the position; identify location and hours required and inform substitutes; order, issue and retrieve keys for substitute personnel; process related paperwork; post absences; maintain related records. E
Prepare administrative correspondence, reports and agendas for meetings and conferences with local, regional, and State agencies; attend meetings, in-service trainings and conferences as assigned; maintain rosters, facility use schedules and activity calendars; make travel arrangements. E
Assist the supervisor with the administration and operation of programs and activities; maintain current knowledge of program policies, rules and guidelines; assist in the preparation of request for proposals, contract applications and State and federal grants as directed. E
Review records according to program guidelines to assure continued eligibility of program participants; receive and verify applications for program services such as bus passes; receive and review applications to assure compliance with program guidelines; recommend eligible program participants. E
Prioritize and distribute work order requests to appropriate trades personnel as assigned by the position; prepare and distribute reports regarding status of open work orders. E
Participate in various attendance-related duties as assigned by the position; collect and scan attendance sheets; calculate, prepare and maintain attendance reports and lists according to established procedures and timelines; maintain student database system regarding attendance information. E
Operate a variety of office equipment including a fax machine, copier and a computer and assigned software. E

Receive, open, sort, screen and distribute incoming mail; assist in the preparation and dissemination of materials and information to the public and staff regarding various events and programs. E
Collect and account for various monies and fees for assigned office; prepare bank deposits; maintain related accounting records; communicate with Finance and Purchasing departments regarding invoices and contractor payments. E
Train and provide work direction and guidance to clerical staff and student assistants as assigned by the position; assist with recording and computing time sheets as assigned. E

Assist with a variety of seasonal program activities as directed; prepare, assemble and update instructional materials and forms; assist supervisor with staff organization and other activities.
Perform related duties as assigned.

NOTE: At the end of some of the duty statements, there is an "E" which identifies essential duties required of the classification.

Minimum Qualifications
EDUCATION AND EXPERIENCE:

Graduation from high school and three years of responsible clerical experience involving frequent public contact.
SELF-CERTIFICATION OF TYPING/KEYBOARDING SKILLS:
* This classification requires that incumbents be skilled in typing/keyboarding at a minimum of 45 words per minute. A typing test will not be given. Applicants must certify in writing that they have such skills. Demonstrated proficiency will be expected during the probationary period for the class.
Supplemental Information
KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

Modern office practices, procedures and equipment.

Operations, procedures, specific rules and precedents of the office.

Telephone techniques and etiquette.

Appropriate terminology of assigned function or program.

Correct English usage, grammar, spelling, punctuation and vocabulary.

District organization, operations, policies and objectives related to assigned functions.

Applicable sections of State Education Code and other applicable laws.

Interpersonal skills using tact, patience and courtesy.

Oral and written communications skills.

Operation of a computer and assigned software.

Train and provide work direction to others.
ABILITY TO:

Perform specialized and complex technical and administrative clerical support duties.

Interpret, apply and explain applicable laws, codes, rules, regulations, policies and procedures.

Provide technical information and interpretation concerning policies and procedures of assigned program or office.

Answer telephones and greet the public courteously.

Establish and maintain office and departmental records and files.

Type or input data at an acceptable rate of speed. *

Compile, assemble, verify and prepare data for records and reports.

Compose correspondence and written materials independently.

Work independently with little direction.

Train and provide work direction and guidance to others.

Communicate effectively both orally and in writing.

Establish and maintain cooperative and effective working relationships with others.

Meet schedules and time lines.

Plan and organize work.

Add, subtract, multiply and divide quickly and accurately.

Operate a variety of office equipment including a computer and assigned software.

Complete work with many interruptions.
WORKING CONDITIONS:

ENVIRONMENT:

Office environment.

Constant interruptions.
PHYSICAL DEMANDS:

Dexterity of hands and fingers to operate a computer keyboard.

Hearing and speaking to exchange information in person and on the telephone.

Seeing to read a variety of materials.

Sitting for extended periods of time.
Bending at the waist, kneeling or crouching to file materials.

In accordance with Personnel Commission Rules and Regulations of Classified Service # 70.200.1, new employees to Poway Unified School District will be placed at Step 1 (Minimum Salary) of the official salary range designated for the position. Any variances in initial placement are addressed in, and shall be carried out in agreement with, this rule.
The Poway Unified School District (PUSD) is an equal opportunity employer/program and is committed to an active Nondiscrimination Program. PUSD prohibits discrimination, harassment, intimidation, and bullying based on actual or perceived ancestry, age, color, disability, gender, gender identity, gender expression, nationality, race or ethnicity, religion, sex, sexual orientation, or association with a person or a group with one or more of these actual or perceived characteristics.
For more information, please contact the Title IX/Equity Compliance Officer, Associate Superintendent of Personnel Support Services, Poway Unified School District, 15250 Avenue of Science, San Diego, CA 92128-3406
Poway Unified School District offers an excellent benefits package for eligible contract employees who are contracted for 20 (twenty) or more hours per week.

Benefits include:

• Retirement - CalPERS
• Holidays - 18 paid holidays per year (based on 12-month employment contract)
• Vacation - Starting at 12 days per year for 12-month employees, increasing with length of service
• Sick Leave - 12 paid sick days per year (for 12 working months)
• Medical and Prescription Insurance
• Dental Insurance
• Vision Insurance
• Life Insurance
• Travel Insurance
• Flexible Spending Accounts
• Wellness/Mental Health Benefit
• Flexible Benefit Plan Options

For further information regarding our benefits, please visit our website at:
01


The following supplemental questions will help us determine how well you meet the minimum employment qualification standards for this position. Qualified means that you meet the minimum qualifications found in the job description. Incomplete responses may disqualify your application or reduce the credit given for your qualifications. Please respond accurately and truthfully to all questions. Providing information that is found to be false or misleading may lead to disqualification from the selection process or, in instances where employment has commenced, may result in immediate termination. Please note: (*) Answering "See Application" or "See Resume" on any of the following questions may result in your application being disqualified from further consideration in the recruitment process. (*) Your related work experience must be clearly shown in the areas for work history on your application. (*) The information provided in answering these questions will be considered in determining whether you will move to the next step and may be used as part of a technical and experience evaluation. (*) I acknowledge that I have read and understood the above statement. (Please initial in the space provided below).
02


This position requires graduation from high school and 3 years of responsible clerical experience involving frequent public contact. Do you meet this requirement?

• Yes
• No

03


Please check the box that best describes your highest level of education?

• High School Graduation or Equivalent
• College coursework, but did not obtain a Degree
• Associates Degree
• Bachelor's Degree
• Graduate Degree (MS, MA, MBA, MPA, JD, PhD, PsyD)

04


This position requires 3 years of responsible clerical experience involving frequent public contact. Check the box that most accurately describes your experience.

Select "N/A" if not applicable.

• N/A
• Less than 1 year of experience
• 1 to 2 years of experience
• 3 years of experience
• 3 to 4 years of experience
• 5 years or more of experience

05


Describe your 3 years of responsible clerical experience involving frequent public contact.

List "N/A" if not applicable.

(Note: Any experience listed here MUST also be included in the work history of your application.)

(Answering "See Application", "See Resume", or not providing a response may disqualify you from further consideration.)
06


Check the box that most accurately describes your experience performing specialized and complex technical and administrative clerical support duties involving independent judgement and action within an assigned office.

Select "N/A" if not applicable.

• N/A
• Less than 1 year of experience
• 1 to 2 years of experience
• 3 years of experience
• 3 to 4 years of experience
• 5 years or more of experience

07


Describe your experience performing specialized and complex technical and administrative clerical support involving independent judgement and action within an assigned office.

List "N/A" if not applicable.

(Note: Any experience listed here MUST also be included in the work history of your application.)

(Answering "See Application", "See Resume", or not providing a response may disqualify your application from further consideration.)
08


Check the box that most accurately describes your experience explaining office program policies and procedures providing technical information and interpretation of policies and procedures to parents, staff, and external agencies.

Select "N/A" if not applicable.

• N/A
• Less than 1 year of experience
• 1 to 2 years of experience
• 3 years of experience
• 3 to 4 years of experience
• 5 years or more of experience

09


Describe your experience explaining office program policies and procedures providing technical information and interpretation of policies and procedures to parents, staff, and external agencies.

List "N/A" if not applicable.

(Note: Any experience listed here MUST also be included in the work history of your application.)

(Answering "See Application", "See Resume", or not providing a response may disqualify your application from further consideration.)
10


Describe your experience composing correspondence; typing, formatting, and processing a variety of records and documents related to assigned activities such as conference requests, press releases, reimbursements, mileage claims, work orders, statement of absences, revolving cash invoices and requisitions.

List "N/A" if not applicable.

(Note: Any experience listed here MUST also be included in the work history of your application.)

(Answering "See Application", "See Resume", or not providing a response may disqualify your application from further consideration.)
11


Describe your experience compiling information to prepare and maintain a wide variety of data and reports according to established procedures and timelines while processing a variety of forms and applications pertinent to the assignment.

List "N/A" if not applicable.

(Note: Any experience listed here MUST also be included in the work history of your application.)

(Answering "See Application", "See Resume", or not providing a response may disqualify your application from further consideration.)
12


Describe your experience maintaining office and departmental records and files, sorting, filing, and purging materials according to established procedures and releasing information from files and records to authorized personnel and outside agencies as appropriate.

List "N/A" if not applicable.

(Note: Any experience listed here MUST also be included in the work history of your application.

(Answering "See Application", "See Resume", or not providing a response may disqualify your application from further consideration.)
13


Describe your experience inputting a wide variety of information into computerized databases and generating a variety of reports and lists.

List "N/A" if not applicable.

(Note: Any experience listed here MUST also be included in the work history of your application.)

(Answering "See Application", "See Resume", or not providing a response may disqualify your application from further consideration.)
14


Describe your experience preparing administrative correspondence, reports and agendas for meetings and conferences with local, regional, and state agencies.

List "N/A" if not applicable.

(Note: Any experience listed here MUST also be included in the work history of your application.)

(Answering "See Application", "See Resume", or not providing a response may disqualify your application form further consideration.)
15


Do you have any experience training and providing work direction and guidance to clerical staff and student assistants?

• Yes
• No

16


Do you have experience locating substitute staff as assigned by the position? Including identifying the location and hours of the assignment, informing the substitutes and processing the related paperwork?

• Yes
• No

17


Please check ONE box which most accurately reflects your experience working in a school district

• I am or have been a school district employee
• I am or have been a substitute employee with a school district
• I have no experience working in a school district setting

Required Question