SUMMARY OF DUTIES Oversees the operation of a clerical unit performing a wide variety of routine or confidential administrative and support functions for administrators and support personnel; ensures appropriate quality, quantity and timeliness of work; assists staff, students, parents, public and volunteers as required.
DISTINGUISHING CHARACTERISTICS The primary responsibility of a position in this class is to ensure the work of a clerical unit is properly completed, requiring planning, organizing, public relations and liaison with other offices, units, and work sites. The work tends to be repetitive, but continuous daily interruptions do not allow for specific schedules. Supervision received is generally in regard to new, unusual, or very difficult or sensitive assignments or problems. Policies, codes and procedural bulletins are available for reference. Amount of independent judgment exercised varies according to the individual office but all incumbents do have the flexibility to plan and organize internal procedures as long as they do not conflict with District policies or supervisory direction.
This class is distinguished from that of Senior Clerk Typist in that the Office Manager functionally supervises other clerical personnel performing a wide variety of duties and functions, whereas the Senior Clerk Typist does not necessarily supervise others but if so, the office is generally responsible for one primary function.
Must attach the following documents to the online application or your application will be disqualified:
High school diploma or GED equivalent (or higher)
Transcripts reflecting the completion of college level courses from an accredited institution of higher learning in office management, secretarial science, business administration, or other related field (Only transcripts are accepted).
*Unit/Degree verification (including equivalency of foreign degrees) must be submitted with the online application as an attachment in the form of unofficial transcripts. Equivalence of foreign degrees must have been reviewed and verified by a regionally accredited foreign degrees review agency.
Please note: Resumes are not required and are not reviewed in lieu of your application; therefore, ensure your application is complete.
*All required documents MUST be submitted electronically at the time your application is submitted.
Vacancy information: There are multiple vacancies, resulting from retirements. Successful candidates will be merged on an existing eligibility list. Some positions may require bilingual certification in Spanish.
MINIMUM QUALIFICATIONS AND SPECIAL LICENSE OR LANGUAGE SKILLS
Education: Must possess a secondary (i.e. high school) school diploma, or its equivalent (GED), supplemented by college level courses in office management, secretarial science, business administration, or other related field.
Experience: Equivalent to three (3) years full-time clerical experience. Thirty (30) semester units of college courses with a major in secretarial science, office management, or a related field may be substituted on a prorated basis for up to one (1) year of the required experience. Experience in a school office is desirable.
SPECIAL LICENSE OR LANGUAGE SKILLS
Possession of a valid Red Cross First Aid Certificate is required prior to completion or probation. The ability to speak, read, and write a language in addition to English, such as Spanish or Armenian, is desirable.
PHYSICAL REQUIREMENTS Employees must be physically and mentally able to perform the essential duties of a position with or without reasonable accommodation and without hazard to themselves or others.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Duties of this class include, but are not limited to:
Establishes, posts data, maintains and screens student records
Records attendance data
Prepares and maintains exit lists
Types a variety of correspondence from drafts
Researches, interprets and provides information for various personnel
Prepares and maintains master calendars
Answers telephones and takes messages
Prepares purchase requisitions and posts expenditures to accounts
Maintains balances in budgeted accounts and recommends transfer of funds
Prepares payroll forms
Keeps records of employee sick/vacation balances and responds to employee inquiries
May be responsible for the health office in the absence of the nurse
Performs first aid and dispenses medication in accordance with doctors' orders
Administers and collects money for various programs, including the school lunch program, home lunch passes, and prepares required reports
Notifies transportation and/or parents of changes in bus services, missed busses
Develops and maintains filing systems
Opens, routes and mails correspondence
Operates a variety of office machines and equipment
Arranges for maintenance and repair of equipment, machines and buildings
Supervises students in the office for disciplinary or other reasons
Arranges for and orients new/substitute personnel
Functionally supervises assigned employees
Plans and organizes workload and its distribution
Trains staff and volunteers.
Performs other related duties as required
EMPLOYMENT STANDARDS AND WORKING CONDITIONS
Operation of a variety of office machines and equipment
Word processing, spreadsheet, database, and presentation software applications
Operation of a personal computer and Microsoft Office Word, Excel
Modern office practices, technology and procedures
Principles of public relations
District rules, regulations and policies, as well as state and federal laws pertaining to a wide variety of administrative and school activities
Methods of planning and organizing work
Punctuation, spelling and grammar; informational sources
Modern office practices
Budget accounting, and payroll practices and procedures
First aid principals and procedures.
Accurately type, format and edit keyboarded materials using standard computer hardware and software
Stay up to date on changes in processes, practices, and technologies
Efficiently use modern office technology, equipment and applications
Some positions may require to take dictation and transcribe accurately
Learn and follow procedures and directions
Communicate clearly and concisely orally and in writing
Gather, read, record and maintain routine and confidential information
Exercise good judgment
Establish and maintain good relations with supervisor, staff, subordinates, students, parents and public
Train assigned personnel
Handle stress and emergencies
Maintain and promote positive attitudes
plan and coordinate multiple activities despite on-going interruptions
Good public relations
Maintain sensitivity to ethnic, religious, cultural and sexual difference
Employees who receive a regular appointment to the class must serve a probationary period of one hundred and thirty (130) days of paid service. During this period, an employee must demonstrate an overall satisfactory level of performance; failure to do so shall result in the employee's termination without right of appeal to the Personnel Commission.