Office Assistant II Limited Term (Monolingual and/or Bilingual-Spanish

Under the direction of an assigned supervisor, perform diversified clerical support duties requiring an understanding of the operations, procedures, and functions of an assigned office or school site; greet and assist visitors; assist in assuring smooth and efficient office operations.

 

The Office Assistant II classification provides diversified clerical support to an office with District-wide operations and programs, requiring an understanding of a process or functional area. At the school sites, incumbents typically serve as the switchboard receptionist, perform responsible clerical functions in support of designated programs or school departments, or maintain and account for student attendance records. The Office Assistant I classification is the entry-level classification in the Office Assistant series and provides an opportunity to learn the terminology, processes, and operations of an assigned office. Incumbents provide general and varied clerical support to an office and typically work under immediate supervision. 

REPRESENTATIVE DUTIES:
Perform diversified clerical support duties requiring an understanding of the operations, procedures and functions of an assigned office or school site; assist in assuring smooth and efficient office operations. E

 

Serve as receptionist and answer telephones; take and relay messages as appropriate; direct calls to appropriate personnel; greet and assist visitors; respond to inquiries and explain school and District policies and procedures. E

 

Maintain various office and departmental records and files such as student cumulative records; sort and file materials according to established procedures. E

 

Input a wide variety of information into assigned computerized database and generate a variety of reports and lists; request or provide information as necessary to assure completeness and accuracy. E

 

Compose routine correspondence independently or from oral instructions; type letters, reports, memoranda, requisitions and other materials from straight copy, rough drafts or oral instructions; proofread and verify accuracy and completeness of documents. E

 

Communicate with other departments, District staff and outside organizations regarding office operations, activities, policies and procedures and student information; prepare and coordinate schedules and calendars as directed including site facilities use, noon duty staff and parent volunteers. E

 

Participate in various attendance-related duties as assigned by the position; contact parents and guardians to verify absences; prepare and maintain attendance and absence reports and lists according to established procedures; issue readmits to students. E

 

Participate in student registration activities as assigned by the position; assist parents with proper completion of forms; enroll and drop students as appropriate; assure emergency cards are completed and up-to-date; enter student information into computerized student information system. E

 

Assist teachers with preparing classroom materials; duplicate, collate, staple, bind and laminate various materials. E

Maintain inventory levels of office and classroom supplies; requisition supplies in accordance with established guidelines; monitor budget expenditures as assigned by the position. E

 

Receive, sort and distribute incoming mail; organize staff mailboxes; prepare and distribute informational packets and bulk mailings as directed. E

 

Review records according to program guidelines to assure continued eligibility of program participants; receive and verify applications for program services such as bus passes; receive and review applications to assure compliance with program guidelines; recommend eligible program participants. E

 

Administer routine first aid to students and staff as assigned by the position; dispense medication according to physician instructions and District policy; notify parents of ill or injured students as needed. E

 

Collect and account for various monies and fees for assigned office; issue receipts according to established procedures; maintain related records. E

 

Operate a variety of office equipment including a copier, fax machine, calculator, typewriter and a computer; arrange for repairs of equipment as directed. E

 

Train and provide work direction and guidance to student assistants.

 

Assist in the coordination of special events and meetings.

 

Perform related duties as assigned.

EDUCATION AND EXPERIENCE:
Graduation from high school and a minimum of one year of full-time general clerical experience involving frequent public contact.

 

LICENSES AND OTHER REQUIREMENTS:
Some positions in this classification must obtain a valid First Aid and CPR Certification issued by an authorized agency within six months of employment. 

 KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:
Modern office practices, procedures, and equipment.
Basic terminology, processes, and operations of the assigned office.
Operation of a computer and assigned software.
Record-keeping and filing techniques.
Telephone techniques and etiquette.
Basic report preparation techniques.
Proper methods of storing equipment, materials, and supplies.
Correct English usage, grammar, spelling, punctuation, and vocabulary.
Interpersonal skills using tact, patience, and courtesy.
Applicable laws, codes, rules, and regulations.
Oral and written communication skills.
Basic math.
 
ABILITY TO:
Perform diversified clerical support duties requiring an understanding of a process or functional area.
Learn, interpret, and explain applicable laws, codes, rules, regulations, policies, and procedures.
Answer telephones and greet the public courteously.
Maintain records, logs, and files.
Compile, assemble, verify,y and prepare data for records and reports.
Understand and follow oral and written directions.
Type or input data at an acceptable rate of speed. *
Establish and maintain cooperative and effective working relationships with others.
Communicate effectively both orally and in writing.
Meet schedules and timelines.
Determine appropriate action within clearly defined guidelines.
Learn principles of training and providing work direction to others.
Compose routine correspondence and written materials independently.
Receive, sort, and distribute mail.
Add, subtract, multiply, and divide quickly and accurately.
Operate a variety of office equipment, including a computer and assigned software.
Complete work with many interruptions.


LICENSES AND OTHER REQUIREMENTS:
Some positions in this classification must obtain a valid First Aid and CPR Certification issued by an authorized agency within six months of employment.

 

SELF-CERTIFICATION OF TYPING/KEYBOARDING SKILLS:
This classification requires that incumbents be skilled in typing/keyboarding at a minimum of 45 words per minute. Applicants must certify in writing that they have such skills. Demonstrated proficiency will be expected during the probationary period for the class.


WORKING CONDITIONS:
 
ENVIRONMENT:
Office environment.
Constant interruptions.

PHYSICAL DEMANDS:
Dexterity of hands and fingers to operate a computer keyboard.
Hearing and speaking to exchange information in person and on the telephone.
Sitting for extended periods of time.
Seeing to read a variety of materials.
Bending at the waist, kneeling, or crouching to file materials.
Reaching overhead, above the shoulders, and horizontally.
 

In accordance with Personnel Commission Rules and Regulations of Classified Service # 70.200.1, new employees to Poway Unified School District will be placed at Step 1 (Minimum Salary) of the official salary range designated for the position. Any variances in initial placement are addressed in, and shall be carried out in agreement with, this rule.