ROP/AE Office Specialist 23876

Poway Unified School District•Poway, CA

6h•Onsite

About The Position

Under the direction of an assigned supervisor, the ROP/AE Office Specialist trains instructors and clerical staff in the use of computers, peripheral equipment, and a variety of ROP/AE computerized systems. The position schedules students, maintains attendance records, prepares correspondence, maintains files and financial records, and reviews reports and records for compliance with guidelines. The role performs specialized and complex technical and administrative clerical support that requires independent judgment and in-depth knowledge of the assigned program or office. The position is based in the Career, Technical, and Adult Education Department in Poway and works 40 hours per week, 12 months per year. The weekly schedule is Monday through Thursday in shifts of 8.5 or 9 hours, including one evening shift ending at 6:30 p.m., and Friday for 5 hours, from 7:30 a.m. to 12:30 p.m. The recruitment supplements an existing Student Services Assistant eligibility list. Candidates who pass the examination process are ranked by score; selection is made from the top three ranks. The eligibility list may be used for equivalent vacancies and remains active for six months. The classification salary range is $21.48–$27.49 per hour; the anticipated hiring range is $21.48 per hour at step 1 through $24.91 per hour at step 4. New PUSD employees are placed at step 1 under the applicable Personnel Commission rule, with any variances handled in accordance with that rule.

Requirements

High school graduation supplemented by coursework in computer applications, or equivalent combination of education and experience.
Three years of responsible clerical experience involving frequent public contact and interpretation of procedures and regulations.
Typing/keyboarding skill of at least 45 words per minute; applicants must certify this skill in writing, and proficiency is expected during the probationary period.
Ability to train staff in computers, peripheral equipment, and ROP/AE computerized systems.
Ability to exercise judgment and interpret policies, procedures, or regulations.
Ability to perform the technical, administrative, clerical, student scheduling, attendance, and recordkeeping duties described in the posting.

Responsibilities

Perform specialized and complex technical and administrative clerical support duties requiring independent judgment and in-depth knowledge of the assigned office or program.
Train ROP/AE staff and assist them with proposal, contract, catalog, enrollment, attendance, certificate, competency, claims, inventory, and insurance systems.
Respond to staff inquiries about operational and computer systems when policy, procedure, or regulation interpretation is required.
Greet and assist visitors; initiate and receive calls; screen and route calls, including emergency calls; relay messages; explain policies and procedures; provide technical information; and resolve issues as appropriate.
Compile and enter information into computerized databases; generate reports and lists; distribute and receive records, logs, and reports; and request or provide information to ensure accuracy and completeness.
Register and enroll students, verify registration information, enter data, and distribute registration records.
Prepare and maintain student schedules; process schedule changes and class requests; print schedules and class lists; notify teachers and counselors of new students; and ensure related paperwork is completed on time.
Receive and process student grades and grade changes.
Collect and account for office monies and fees, prepare bank deposits, maintain accounting records, and communicate with Finance and Purchasing departments as needed.
Perform assigned attendance duties, including collecting and scanning attendance sheets, preparing attendance reports and lists, and maintaining attendance information in the student database.
Compile and update procedural manuals and work with staff and consultants to develop and improve operational and computer systems.
Review and maintain statistical records, reports, forms, records, and documents for accuracy, completeness, and compliance.
Operate office equipment, including a fax machine, copier, computer, and assigned software.
Organize materials for meetings and workshops.
Perform related duties as assigned.