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School Administrative Assistant-elementary #83-24

3 months ago

Newport Beach, United States Newport-Mesa Unified School District Full time

**The Vacancy, Basic Function, Minimum Qualifications**:
**THE VACANCY**:
There is currently an opening at the following location(s):

- Paularino Elementary School
- College Park*
- Victoria

All positions work 8 hours per day, 5 days per week, 11 months per year.
- **NOTE**: The ability to **_speak Spanish_** is required for some locations. 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.**
- **BASIC FUNCTION**:

- Under the direction of the Principal, perform a wide variety of clerical and secretarial duties to coordinate elementary school office activities and assist the Principal in administrative tasks; perform public relations and communications services for the Principal.
- **MINIMUM QUALIFICATIONS**:
EDUCATION AND EXPERIENCE:

- Any combination equivalent to: graduation from high school supplemented by college-level coursework in business, office management or related field and three years increasingly responsible clerical or secretarial experience.
- LICENSES AND OTHER REQUIREMENTS:

- Valid First Aid and CPR Certification issued by an authorized agency must be obtained within six months of employment.

**Examination Procedures And Information**:
**THE EXAMINATION**:
Exam Weight
- Supplemental Questions**:Qualifying**
Performance Examination: 5 minute typing test at 50 net wpm**:Qualifying**
Computer Skills Test**:Qualifying**
Written Examination**:50%**
Qualifications Appraisal Interview**:50%**- Examinations and interviewing will likely be done virtually using different online/internet platforms that require video recording or conferencing capabilities, as well as access to a computer with an internet connection and basic Microsoft Office Suite Software.

**Responsibilities**:
**REPRESENTATIVE DUTIES**:
ESSENTIAL DUTIES:
Coordinate the overall office activities to assist the Principal in administrative tasks; prepare and maintain a variety of reports, records and files relating to students, staff, operations and activities including those of a confidential nature.

Serve as secretary to the Principal; type letters, compose correspondence independently; prepare, type and distribute communications; schedule conferences, appointments and meetings; receive, open, prioritize and distribute mail.

Answer telephones and greet visitors; take and relay messages; provide information to students, staff and the public concerning school policies, procedures, actions, activities and schedules as appropriate; maintain Principal's calendar and school master calendar of events.

Collect, compile, organize and record a variety of data related to attendance, enrollment, personnel and student activities; prepare and maintain related records, files and logs; monitor, process and submit duplication orders; design and prepare certificates and other documents for special and seasonal events as assigned.

Maintain payroll for certificated, classified and other personnel; maintain accurate records of substitute teachers and accounts to be charged; submit custodial vacation schedules; receive and distribute paychecks.

Enroll, register and schedule new students; complete enrollment information; complete records for the release or transfer of students; maintain confidentiality of student information as required; prepare cumulative and health files as required; assist with orientation events as assigned; input residency and emergency contact information into an assigned database.

Lead the activities of the office staff providing training, work direction, assure compliance with established procedures; assist in setting work priorities and provide input to performance evaluations.

Perform or oversee the attendance function; notify parents of absences; input data and prepare related reports.

Operate a variety of office equipment including a computer and assigned software.
Collect and account for monies collected in conjunction with school activities according to established procedures; process, prepare and scan receipts and deposit slips; process field trips and initiate purchase orders as required.

Assist in orienting substitute personnel; provide keys, classroom rosters and instructional materials and maintain related records; submit substitute requests for staff development trainings as assigned.

Assist individual students and parents to relate to the school program and its staff; refer the more difficult problems of adjustments to the principal or designated staff member.

Maintain accurate and current student emergency release information and oversee the release of students to authorized parent/guardian or approved individual.

Administer first aid and dispense approved medication to students in accordance with District policy; review medication forms and call doctor's office to assure proper dosages as required.

Monitor budget and advise staff members of budget status; process or