Administrative Assistant II #12-27

Newport-Mesa Unified School District•Costa Mesa, CA

5d•Onsite

About The Position

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 Elementary Education (8 hours per day, 5 days per week, 12 months per year). 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. The Administrative Assistant II classification provides primary and complex administrative support to a director of a large department. Incumbents require thorough knowledge of organizational operations, policies and procedures and assigned department or programs. The Administrative Assistant I classification performs varied and responsible administrative assistant duties requiring thorough understanding of a program or functional area. Incumbents provide primary administrative support to a coordinator or director-level administrator.

Requirements

Graduation from high school and four years increasingly responsible clerical experience.
5 minute typing at 55 net wpm
Computer Skills Test
Written Examination
Qualifications Appraisal Interview (oral exam)
Ability to perform varied and responsible administrative assistant duties to relieve the Director of administrative and clerical detail.
Ability to plan, coordinate and organize office activities and coordinate flow of communications and information for the Director.
Ability to assure smooth and efficient office operations.
Ability to learn organizational operations, policies and objectives.
Ability to learn, interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
Ability to compose correspondence and written materials independently or from oral instructions.
Ability to perform a variety of clerical accounting duties in support of assigned department or program.
Ability to type or input data at an acceptable rate of speed.
Ability to answer telephones and greet the public courteously.
Ability to complete work with many interruptions.
Ability to compile and verify data and prepare reports.
Ability to maintain a variety of records, logs and files.
Ability to utilize a computer to input data, maintain automated records and generate computerized reports.
Ability to establish and maintain cooperative and effective working relationships with others.
Ability to meet schedules and time lines.
Ability to work independently with little direction.
Ability to communicate effectively both orally and in writing.
Ability to read and respond to emails.
Ability to add, subtract, multiply and divide with speed and accuracy.

Nice To Haves

Bilingual proficiency in English/Spanish
Knowledge of Department or program organization, operations, policies and objectives.
Knowledge of Policies and objectives of assigned programs and activities.
Knowledge of Terminology, practices and procedures of assigned office.
Knowledge of Record-keeping and filing techniques.
Knowledge of Principles and practices of training and providing work direction to others.
Knowledge of Business letter and report writing, editing and proofreading.
Knowledge of Telephone techniques and etiquette.
Knowledge of Methods, procedures and terminology used in clerical accounting work.
Knowledge of Modern office practices, procedures and equipment.
Knowledge of Correct English usage, grammar, spelling, punctuation and vocabulary.
Knowledge of Data control procedures and data entry operations.
Knowledge of Interpersonal skills using tact, patience and courtesy.
Knowledge of Operation of a computer and assigned software.
Knowledge of Oral and written communication skills.
Knowledge of Methods of collecting and organizing data and information.
Knowledge of Mathematic calculations.

Responsibilities

Perform varied and responsible administrative assistant duties to relieve the Director of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications and information; assure smooth and efficient office operations.
Serve as primary administrative support to the assigned Director; perform public relations and communication services for the administrator; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences and other events.
Receive visitors, including administrators, staff, parents and the public; provide information or direct to appropriate personnel; exercise independent judgment in resolving a variety of issues; refer difficult issues to the Director as needed; provide technical information and assistance related to program or organizational operations and related laws, rules, regulations, policies and procedures.
Compile information and prepare and maintain a variety of records, logs and reports related to personnel absences, personnel requisitions and overtime, Worker's Compensation, Free and Reduced Meal program, drug pool lists, Measure F functions, District site aerial mapping, due process cases, legal representation projects and assigned duties; establish and maintain filing systems; revise, verify, proofread and edit a variety of documents.
Input a variety of data into an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, manipulate data and generate various computerized lists and reports as requested; assure accuracy of input and output data; process and track sub and field trip requests as assigned by the position.
Assist with technical support for student information systems as assigned by the position; respond to technical inquiries and direct complex issues to appropriate staff; create user accounts and access rights in accordance with District policies and procedures.
Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, memoranda, bulletins, agenda items, labels, flyers, requisitions, handbooks, newsletters, brochures, certificates, contracts and other materials; format materials to meet program and office needs; maintain and update Department website as assigned by the position.
Research, compile and verify a variety of data and information; compute statistical information for various reports including CBEDS and CALPADS as necessary; process a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed; create and submit personnel requisitions and MERs.
Assist in the processing and distribution of testing materials as assigned by the position; prepare and distribute test schedules and materials; arrange for test printing as required; prepare staff directives; compose and distribute reports and other correspondence related to testing; receive, process and submit test results to appropriate agencies and personnel; assure the confidentiality of test scores and materials.
Coordinate, schedule and attend a variety of meetings, tests and special events; prepare and send out notices of meetings; compile and prepare agenda items and other required information for meetings, workshops and other events; set up equipment and supplies for meetings and other events as needed; take, transcribe and distribute minutes as directed; coordinate emergency IEPs as assigned by the position.
Perform a variety of clerical accounting duties in support of assigned program, budget or office as assigned; monitor funds for income and expenditures; assist in assuring expenditures do not exceed established budget limitations as assigned; calculate, prepare and revise accounting and budgetary data; balance and reconcile assigned accounts and budgets as required; submit Perkins budget revisions and claims to appropriate agencies as assigned by the position.
Evaluate work order and maintenance requests as assigned by the position; communicate with contractors, repair and emergency services as required and in accordance with District policies and procedures; enter key requests as directed.
Perform special projects and prepare various forms and reports on behalf of the Director; attend to administrative details on special matters as assigned.
Train and provide work direction and guidance to clerical staff as assigned by the position.
Communicate with personnel and various outside agencies to exchange information and resolve issues or concerns; read and respond to emails as appropriate.
Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software.
Receive, sort and distribute mail; prepare and distribute informational packets and testing materials as directed.
Maintain appointment and activity schedules and calendars; coordinate travel arrangements and hotel reservations as necessary; reserve facilities and equipment for meetings and other events as needed.
Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory as required; prepare, process and code purchase orders and invoices as assigned; arrange for billings and payments as directed; order and receive test materials as assigned by the position.
Collect various monies and fees for assigned office or programs as required; prepare deposits as directed.