Office Assistant

2 weeks ago

Montebello, United States California Department of Education Full time

GENERAL PURPOSE

On an as-needed basis only, under supervision, performs a wide variety of routine clerical support functions, including receptionist, data entry and records management duties; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS

An Office Assistant (As-Needed) performs the same functions as a permanent Office Assistant on a temporary basis only in the absence of a permanent incumbent. The as-needed assignment will end upon the return to duty of the permanent Office Assistant employee. Placement in the as-needed pool for this classification has no end date. However, an employee of the District assigned to the as-needed pool for this classification may certify out his/her test scores for placement on an eligibility list for a permanent position in accordance with Merit system provisions of the State Education Code. The Office Assistant (As-Needed) will remain at the first step of the appropriate salary schedule.

Office Assistants are responsible for performing routine office clerical duties, requiring little or no knowledge of departmental procedures and practices. Work assigned to an Office Assistant requires basic knowledge of the functions applicable to an area of assignment and the ability to solve routine problems.

* Office Assistant is distinguished from Senior Office Assistant in that incumbents in the former class perform basic typing responsibilities, and are therefore not required to be highly proficient at typing or keyboarding. Incumbents in the latter class perform more difficult clerical and office support functions, requiring greater familiarity with District functions, policies and procedures and the use of judgment and knowledge gained through experience.



DUTIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

* Answers, screens and refers telephone calls; takes telephone messages; greets and directs visitors; assists students and parents in person and/or by telephone; responds to routine parent, student and staff questions; provides general program information; assists in enrolling and registering students and filling out paperwork; provides translations for non-English speaking visitors; provides school and class information to substitutes; checks-in school visitors; prepares tardy slips, clearance cards and dismissal slips for students; calls parents to verify absences and clear absences and truancies; provides basic first aid to students as needed.
* Opens, time-stamps and distributes office mail; stuffs, sorts and prepares outgoing mail for pickup; assists in the preparation of large mailings; retrieves, delivers and sends faxes; distributes notices.
* Copies, compiles, collates, laminates, distributes and shreds various documents and materials, including large duplication orders; prepares transparencies.
* Operates a computer and performs data entry and light typing responsibilities; updates computer records; generates documents.
* Maintains and updates a variety of student and staff records, databases and files; data enters information in manual and computer logs and files; posts student grades on permanent record cards; orders reports to be generated by Information Systems.
* Sorts, duplicates and files a wide variety of District records and documents; pulls files upon request; makes new file folders; retrieves, duplicates and distributes copies of records; requests records from other schools.
* Performs routine ordering of supplies and materials for teaching and maintenance staff; types purchase requisitions; receives, sorts and distributes supplies; checks-in and out and sells educational materials and books; receives and records fees and prepares receipts; receives and arranges for shelving and distribution of periodicals; maintains inventory of classroom books.

OTHER DUTIES

* Schedules and arranges meetings, conferences and new employee appointments; assists with assembly preparation.
* Assists nutrition staff and performs lunch clerk duties; determines eligibility and approves lunch applications; issues lunch numbers; counts students in the lunch line; notifies parents when a student reaches their limit or if money is owed; accounts for student meals against student accounts; counts monies; monitors computers as students enter their assigned numbers; generates daily cash and check payments and various reports for nutrition services; completes edit checks; issues refunds.
* Assists with student testing; assigns and administers appropriate tests; records test scores.
* Covers classrooms and supervises students during nutrition breaks as needed; supervises students sent to the office.
* Keeps inventory and issues school keys; issues staff parking permits.
* Collects time cards for designated staff members.
* May take pictures for student identification cards.
* May provide work direction and training to student workers.
* May assist with the switchboard as needed.

MINIMUM QUALIFICATIONS

Knowledge of:

* Office administration practices and procedures.


* Correct English usage, including spelling, grammar and punctuation.


* District rules, policies and procedures applicable to assigned areas of work.


* Record keeping and filing practices and procedures.



Ability to:

* Operate a computer and other standard office equipment.


* Organize and maintain office files.


* Communicate clearly and effectively, orally and in writing, in English and a designated second language as needed.


* Understand and follow written and oral instructions.


* Learn and apply new information and skills.


* Use tact, discretion and courtesy in dealing with sensitive situations.


* Establish and maintain effective working relationships with District administrators, staff, parents, students and others encountered in the course of work.



Education, Training, and Experience:

* Graduation from high school or G.E.D. equivalent.


* One (1) year of office administrative or secretarial experience


* Or some combination of education, training and experience that produces the requisite knowledge and ability.



Licenses; Certificates; Special Requirements:

Some positions in this class may be required to use a second designated language.

PHYSICAL AND MENTAL DEMANDS

Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depend, in part, on the specific requirements for the job, the limitations related to disability and the ability of the hiring bureau to accommodate the limitation.

Requirements / Qualifications

Requirements / Qualifications

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