Administrative Services Assistant II

Administrative Services Assistant II

Performs a variety of complex and responsible clerical, record keeping, profiling and reporting or other support duties usually following well-established policies, procedures and mandated regulations. Provides clerical support to a specialized department, function, or educational program that provides services district-wide. Administrative Services Assistant II is the senior level in a generalist-clerical series. Incumbents assigned to the level II provide support to highly technical functions such as district-wide student services, testing, or other specialized area. They also serve in a generalist role performing a range of general clerical, secretarial or office support duties and using information from specialized areas for data analysis. The position requires sufficient knowledge of the terminology, practices and procedures in an area of specialization including alphanumeric record keeping, to monitor budgets and prepare statistical reports. Advancement potential lies within secretarial career paths.

Essential Duties & Responsibilities

The Administrative Services Assistant II is capable of performing all of the following, however may specialize in a portion of the accountabilities, depending on departmental need.

• Receives walk-in guests and telephone inquiries from a variety of individuals. Initiates and receives telephone calls, provides information and resolves matters as appropriate, or routes calls. Provides information about programs, policies, and processes.
• Coordinates and schedules meetings. Prepares schedules and informs participants, confirming dates and times. Maintains calendars for staff. May make travel arrangements.
• Ensures the timely distribution and receipt of a variety of records and reports. Requests or provides information as necessary to assure completeness and accuracy.
• Provides support to and may coordinate District-wide required events and other activities such as, but not limited to, testing, reporting, health maintenance and screening, alternative schooling, special education, and counseling.
• Sets up, sequences communications, monitors dates and deadlines, and coordinates data gathering and reporting for accountability, performance, and other reports.
• Schedules events, programs, testing, and other activities. Instructs site-based staff on requirements, steps, and controls. Arranges for and ensures that materials and supplies are available.
• Schedules speakers, school and community services representatives in conjunction with district-wide events.
• Oversees and coordinates collection of, and compiles alphanumerical and statistical data into and from student files and databases to prepare reports for internal and external agencies.
• Reviews and prepares documents for entry of information into electronic data processing system. Follows up as necessary to complete documents. Enters and updates information into system according to standard formats.
• Processes routine financial transactions or other data, and may maintain various department, fiscal or other accounts or records. Searches out information in departmental records and files.
• Types letters, memoranda, reports, work orders, requisitions or other materials from straight copy, rough drafts or verbal instructions. May prepare handbooks and other program material.
• Creates and maintains filing systems for education service areas such as testing, academic achievement and outcomes, individualized education plans, performance measurement, and events; and/or in business areas such as work orders and specifications.
• Receives and forwards, or acts on, legal process documents, guided by District policies and procedures and regulations. Ensures the privacy of student and other information.
• Trains other support staff in procedures, processes, data entry, and document control.
• May receive, sort, and distribute incoming mail. Composes routine correspondence independently as appropriate.
• Performs other duties as assigned that support the overall objective of the position.

Minimum Qualifications

• Education and Experience
• A high school diploma or equivalent AND three years of progressive clerical or administrative support experience, preferably in an educational environment.
• OR An associate degree with coursework in business administration, communications, behavioral science, or a related field AND two years of progressive clerical or administrative support experience, preferably in an educational environment.
• OR A bachelor's degree with course work in business administration, communications, a behavioral science, or a related field AND one year of of progressive clerical or administrative support experience or higher, preferably in an educational environment.
• Licenses and Certificates
• May require a valid California driver's license

Supplemental Information

• Knowledge and Skills
• The position requires: Thorough knowledge of clerical practices, specialized office procedures, filing, record keeping, receptionist and telephone techniques and etiquette. Working knowledge of departmental policies, procedures, and standing instructions. Working knowledge of personal computer-based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, and database software used in education for data entry and retrieval. Business mathematics skills to compute sums, monitor budgets, and compile statistics. Sufficient skill in using the English language, grammar, spelling, punctuation, proofreading/editing, to prepare common, yet professional correspondence and standardized reports. Sufficient human relations skill to convey policies and other technical concepts to internal and external customers and project a positive image of the district.
• Abilities
• Requires the ability to: Perform all of the duties of the position efficiently and in an open environment with interruptions and distractions. Perform clerical and secretarial work with speed and accuracy. Learn, interpret, explain and apply knowledge of District and department organization, operations, programs, functions and special department terminology when performing assignments. Plan, organize and prioritize work in order to meet schedules and timelines. Work cooperatively with staff, current and prospective students, external organizations, and the public using patience and courtesy. Use a personal computer to produce correspondence, materials, contracts, reports, and conduct research. Maintain confidentiality of private and sensitive information.
• Physical Abilities
• Requires: ability to function indoors in an office environment engaged in work of primarily a sedentary nature; ambulatory ability to sit for extended periods of time, to utilize microcomputers and peripheral equipment, accomplish other desktop work, and to move to various campus locations; ability to use near vision to read printed materials; auditory ability to carry on conversations in person and over the phone; ability to retrieve work materials from overhead, waist, and ground level files; manual and finger dexterity to write, use a pointing device and keyboard at an acceptable rate (50 wpm net), operate microcomputer, and to operate other standardized office equipment, almost constantly requiring repetitive motions.
• Working Conditions
• Work is performed indoors where minimal safety considerations exist. Individuals protected by the Americans with Disability Act (ADA) may request accommodation if needed. In order for appropriate arrangements to be made for testing, your request must be received at the time your application is submitted. If special arrangements are not requested at the time the application is submitted, it is understood that no special accommodations are required. Documentation on the need for accommodation must accompany your request. Equal Employment Opportunity Statement The Simi Valley Unified School District is committed to providing equal opportunity for all applicants for employment. The application, examination, and selection process shall be free from unlawful discrimination, including discrimination against an individual or group based on race, color, ancestry, nationality, national origin, ethnic group identification, age, religion, marital, pregnancy, or parental status, physical or mental disability, sex, sexual orientation, gender, gender identity or expression, or genetic information; a perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics.