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City of Pasadena-Office Manager

3/12/2019 12:15:56 PM 68

Salary

$2,911.00 - $3,798.00 Monthly

Location Education Center- 351 S. Hudson Avenue, Pasadena, CA

Pasadena, CA

Job Type

Full-Time

Department

Various

Job Number

2018-19-48

Closing date and time

3/17/2019 at 5:00 PM Pacific Time (US & Canada); Tijuana





DEFINITION

**MUST APPLY ONLINE ONLY**

Recruitment typeOpen & Promotional

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.

REQUIRED DOCUMENTS

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:

  • Registers students
  • Establishes, posts data, maintains and screens student records
  • Records attendance data
  • Prepares and maintains exit lists
  • Types a variety of correspondence from drafts
  • Proofreads materials
  • 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

Skills in:

  • Operation of a variety of office machines and equipment
Knowledge of:
  • 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.
Abilities to:
  • 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
  • Organize work
  • 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
  • Accountability
  • Good public relations
  • Maintain sensitivity to ethnic, religious, cultural and sexual difference


APPOINTMENT 

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.


Pay is based on actual hours worked.

Agency
Pasadena Unified School District
Phone
626-396-3600 ext 88400
Website
http://www.pusd.us
Address
351 S. Hudson Ave. Room 120

Pasadena, California, 91104