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Administrative Assistant

2 months ago

Culver City, United States Culver City Unified Full time

About the EmployerCULVER CITY UNIFIED SCHOOL DISTRICT At Culver City Unified School District, we take our responsibility seriously and are committed to excellence for all students in what we call The 4 A's: Academics, Athletics, Activities, and The Arts. Taking a Whole Child approach, our vision is that 100% of our students graduate from high school with unlimited opportunities in college and career, and are prepared to be successful in everything they endeavor to try. Job SummaryUnder the direction of the Director of Maintenance, Operations, and Transportation (MOT), perform varied and complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail; plan, coordinate, and organize office activities and coordinate the flow of communications related to District transportation, maintenance, and custodial activities; coordinate and arrange vehicle routes and schedules; dispatch District vehicles.Job Description / Essential Elements: DEFINITION OF POSITION: Under the direction of the Director of Maintenance, Operations & Transportation (MOT), perform varied and complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications related to District transportation, maintenance and custodial activities; coordinate and arrange vehicle routes and schedules; dispatch District vehicles. SUMMARY OF DUTIES: •Coordinate, process and distribute work orders; assure smooth office operations; •research and compile a variety of information; process and evaluate a variety of forms and applications related to transportation activities and assigned functions; •assure timely communications between the office, parents and District employees; •coordinate and arrange vehicle routes and schedules according to established timelines and procedures; adjust routes and schedules in response to new and outgoing students; notify drivers of route changes; prepare related paperwork; calculate transportation costs as directed; •dispatch District vehicles including cars, vans and buses; contact substitute drivers as necessary; arrange vehicles and schedule drivers for field trips as needed; coordinate athletic trips; organize response to transportation problems including breakdowns, ill and lost students, late trips, lost items and road construction; •receive visitors, including administrators, staff, parents and the public and provide information or direct to appropriate personnel; receive, screen and route telephone calls; take and relay messages as appropriate; •maintain a variety of records related to financial activity, student information, personnel, mileage, field trips, schedules, routes, attendance, work orders and assigned duties; establish and maintain filing systems; •prepare and submit monthly payroll information according to established procedures and timelines; process documents related to attendance, overtime and substitute time sheets; •perform related duties as assigned. MINIMUM QUALIFICATIONS: Education and Experience: equivalent to the completion of the twelfth grade, supplemented by course work or training in secretarial science or related field; four years of increasingly responsible secretarial/clerical experience. Knowledge of: policies and objectives of transportation, maintenance and custodial activities; modern office practices, procedures and equipment; receptionist, telephone techniques and etiquette; record-keeping techniques; correct English usage, grammar, spelling, punctuation and vocabulary; interpersonal skills using tact, patience and courtesy; operation of a computer and assigned software, with an emphasis in MS Office; methods of collecting and organizing data and information. Culver City Unified School District Additional Information on Application Procedures MINIMUM QUALIFICATIONS (continued): Ability to: perform varied and complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications related to District transportation, maintenance and custodial activities; coordinate and arrange vehicle routes and schedules; dispatch District vehicles; work independently with little direction; analyze situations accurately and adopt an effective course of action; compose correspondence and written materials independently or from oral instructions; establish and maintain cooperative and effective working relationships with others; operate a variety of office equipment including a computer and assigned software; maintain a variety of records and files; prioritize and schedule work; complete work with many interruptions; communicate effectively both orally and in writing.Requirements / QualificationsEDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school supplemented by college-level course work in secretarial science or a related field and four years of increasingly responsible secretarial or clerical experience.EXAMINATION INFORMATION: All applicants must pass a series of three tests before interview consideration. The three tests consist of: 1) Secretary skills test; 2) MS Word computer test 3.) MS Excel computer test. ACCOMMODATIONS: In compliance with the American Disabilities Act, applicants with disabilities may request that reasonable accommodation be given related to the examination process itself. Applicants must notify the Office of Human Resources in writing of the type of accommodations being requested at the time of filing the application. Applicants may be required to provide documentation supporting the request for accommodation when the request is made. CONDITIONS OF EMPLOYMENT: All employment offers are conditional, based upon the successful completion of the following: Fingerprint/background clearance and a tuberculosis clearance. A physical examination clearance is required for certain positions for the district. All candidates with a record of convictions must indicate such on the confidential data form, which is attached to the job application. A record of conviction will not automatically disqualify an applicant from employment, but a failure to list all convictions may result in disqualification or dismissal.Letter of Introduction (Indicating (a) reason for interest in the position; and (b) a description of qualifications, training and experience relating to the unique needs of this position)Letter(s) of Recommendation (Three letters of recommendation preferably written within the last two years.)ResumeComments and Other InformationCulver City Unified School District is committed to centering diversity, equity, and inclusion, not only in our educational practices - but as a fundamental key to our hiring processes. Successful candidates will demonstrate an ability to work with all constituents and possess proven commitment to and experience in working in a diverse, multicultural environment. The Culver City Unified School District supports and adheres to a policy of nondiscrimination on the basis of race, color, ethnic group identification, national origin, ancestry, religion, age, marital or parental status, pregnancy, physical or mental disability, medical condition, veteran status, genetic information, gender, gender identity, gender expression, sex, sexual orientation or the perception of one or more of such characteristics.