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Secretary - School Support/Program Support (Bilingual & N

10/3/2019 10:13:38 PM 34

Salary

$3,764.00 - $4,950.00 Monthly

Location 099-To establish an eligibility list. (Various Sites), CA

099-To establish an eligibility list. (Various Sites), CA

Job Type

Full Time - 11 months - 40 hrs/week

Department

Business

Job Number

2019-SBP-MS

Closing date and time

10/21/2019 at 12:00 PM Pacific Time (US & Canada); Tijuana








The Position

PLEASE NOTE: Applications will only be accepted during the following times: 10/14/19 12:00 PM - 10/21/19 12:00 PM

Health Benefits: 100% employer contribution towards employee and family premiums

District: Award-winning schools

Community: World-famous attractions

BASIC FUNCTION

SCHOOL SUPPORT

Under general supervision, performs a variety of moderately complex clerical and office support functions for a school official/administrator at an assigned school site or school program; performs routine word processing; records management duties; provides oral and basic written translation and interpretation of materials from English to a designated second language (for Bilingual positions); and performs related duties as assigned; and performs other related work as required.

PROGRAM SUPPORT

Under the general direction of an administrator or assigned supervisor, performs varied clerical and secretarial support duties involving frequent and responsible public contacts requiring an understanding of a process or functional area; provides technical information concerning policies and procedures of an assigned program or department in the District office; assists in assuring smooth and efficient office operations; and performs related duties as assigned.

Employment Standards

MINIMUM QUALIFICATIONS

EDUCATION:

Graduation from high school.

EXPERIENCE:

Two years of increasingly responsible secretarial experience. Coursework in typing and office methods and practices, including but not limited to filing, office machines, receptionist and telephone technique is desirable.

KNOWLEDGE, SKILLS, AND ABILITES

KNOWLEDGE OF:

Modern office practices, procedures and equipment;

Operation of a computer and assigned software;

Record-keeping and filing techniques;

Telephone techniques and etiquette;

Report preparation techniques;

Interpersonal skills using tact, patience and courtesy;

Applicable laws, codes, rules and regulations related to assigned district program/district department;

Correct oral and written usage of English;

District organization, operations, policies and objectives;

Proper methods of storing equipment, materials and supplies;

Intermediate math;

Basic budgeting practices regarding monitoring and control;

Customer service techniques;

Proficient computer skills in data entry and software;

State of California's records retention procedures.

ABILITY TO:

Perform varied clerical and secretarial support duties;

Communicate effectively with parents, staff and administration;

Interpret and explain applicable laws, codes, rules, regulations, policies and procedures;

Answer telephones and greet the public courteously;

Organize and maintain records and files;

Compile, assemble, verify and prepare data for records and reports;

Understand and follow oral and written instructions;

Provide customer service;

Establish and maintain cooperative and effective working relationships with others;

Meet schedules and time lines;

Type at 45 words per minute from clear copy;

Determine appropriate action within clearly defined guidelines;

Compose correspondence and written materials independently;

Receive, sort and distribute mail;

Understand and work within scope of authority;

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 and in a timely manner;

Take responsibility and use good judgment;

Prioritize work, perform several tasks at one time, and meet critical deadlines;

Work independently with little direction;

Compile and maintain accurate statistical summaries and reports.

COMPETENCIES:

Dependable,

Flexible,

Use of technology,

Communication,

Listening,

Teamwork,

Planning,

Organizing.

PHYSICAL DEMANDS

Employees in this classification, have direct contact with the public, students and District staff, stand, sit, walk, kneel, repeated bending, reach overhead and maintain balance; lift and carry 5 to 26 lbs; use fingers repetitively with repetitive twisting or pressure involving wrist or hands; use both hands simultaneously, speak clearly and hear normal voice conversation, see small details including depth and color; use a computer and a telephone.

WORK ENVIRONMENT

Employees in this classification, work inside, have direct contact with other District staff, students and administration, with exposure to minor contagious illnesses (colds, flu, etc) and severe contagious illnesses (tuberculosis, measles, mumps, chicken pox, hepatitis, etc); work independently with little supervision; in situations requiring a high degree of tact and diplomacy in possible negative situations (irate students or parents); with a high volume of work and stringent deadlines, with continuously changing priorities and interruptions.

Examples of Duties

Note: The statements herein are intended to describe the general nature and level of work being performed by employees in this classification, and are not to be interpreted as an exhaustive list of responsibilities and qualifications required of personnel so classified. Reasonable accommodations will be made so that qualified employees can perform the essential duties of the job.

GENERAL ESSENTIAL DUTIES

CLERICAL SUPPORT:

Receives, sorts, and distributes departmental mail; schedules and coordinates meetings; prepares rooms and materials for meetings and events; maintains schedules as assigned; proofing and editing correspondence; type correspondence in support of an assigned administrator, program, or district department; assists parents and personnel with the proper completion of forms; provides parents with information packets and forms regarding assigned programs and tracks and reviews applications; assists in assuring smooth and efficient office operations.

RECORD KEEPING:

Inputs a wide variety of information into computerized databases; generates a variety of reports, lists, and queries to ensure compliance with state regulations and per request of an administrator; distributes, requests, collects and files department and program forms; files, scans, microfilms, and purges departmental records; assures the timely distribution and receipt of a variety of records and reports.

COMMUNICATION/TRANSLATION/CUSTOMER SERVICE:

Performs secretarial support duties that involve frequent contacts requiring an understanding and technical knowledge of an assigned district program or an assigned department in the District office; directs people to appropriate departments within the District office; communicates effectively with district staff, students, parents, school sites, vendors and any other public contacts; resolves issues, problems, and complaints as appropriate; screens and routes calls; takes and relays messages.

MISCELLANEOUS:

Attends departmental meetings and trainings; provides clerical assistance to other departments and secretarial staff as necessary; operates a variety of office equipment including a copier, fax machine, calculator, typewriter, and a computer and assigned software; inventories, orders, and distributes supplies for an assigned district program or for a department in the District office; creates work orders for maintenance and IT repairs; contacts vendors to purchase program and department materials.

OTHER RELATED DUTIES:

May fingerprint new employees and coordinate the process and procedures; may assist with substitute and volunteer processes and procedures; may prepare timesheets or assist with recording and computing employee timesheets as assigned; may assist with disciplinary processes and procedures; may assist with the tracking and scheduling of vaccines, screenings, and clinics; may process requests for transcripts from outside of the District; may evaluate transcripts for microfilming or use microfilm equipment to fulfill transcript requests; may verify that students live within District boundaries; may arrange for the transportation of students involved in Special Youth Services; may assist with the enrollments, drops, and transfers for students involved in Special Youth Services; and performs other related duties as required.

Recruitment Information

RECRUITMENT TYPE OPEN - Anyone may apply

CERTIFICATION TYPE DUAL CERTIFICATION - Qualified candidates, or Eligibles, who pass all testing stages will be placed onto one eligibility list. Current regular employees will receive additional preference points based on longevity before placement on the list. The top 3 ranks of Eligibles will be certified for a hiring interview.

APPLICATION PROCESS

All applications must be submitted online. Applications and requests for testing will not be accepted after the recruitment closing date and time. Applicants may be rejected on the basis of an incomplete application or failure to meet minimum qualifications. The application is part of the selection process and is part of an overall assessment of acceptability for employment. All information provided is subject to independent verification of its accuracy. It is the responsibility of the applicant to provide correct contact information by which to be notified.

Note: You will eventually be disqualified in the recruitment process if you fail to disclose relevant information regarding your conviction history. It is the disclosure of the conviction that is most important in many cases.

SCREENING PROCESS

The screening process for this position, which may be subject to modification, will include some form of a(n): application screening, initial qualifications screening, documentation/certification screening, and supplemental application screening. The stated qualifications for the position represent only the minimum requirements and do not guarantee qualification for examination or placement on an eligibility list.

EXAMINATION PROCESS

The examination may consist of any combination of a(n): training and experience (T&E) evaluation, written knowledge test, hands on/performance test, structured panel interview, situational judgement interview, or other type of exam of fitness for duty. All parts of the examination process are job related. A passing score must be attained on each portion of the exam to advance to the next stage and ultimate placement on an eligibility list.

DISABILITY ACCOMMODATION

Requests for reasonable accommodations for the testing process must be made no less than two (2) days prior to the examination. Requests must be signed by your medical doctor, school psychologist, or learning consultant as appropriate and must be on provider letterhead and contain an actual signature.

EXAM PROTESTS

Protest of any part of the exam process must be in writing and submitted to the Personnel Director no later than five (5) working days from the date you participated in the exam. Any protest must include rationale to support the protest and shall include supporting documentation or references. Protests must be based on illegal discrimination, abuse of discretion, or procedure/process error. Protests should NOT be based on receiving unexpected results. We cannot be responsible for lost mail, misdirected mail, or failure of mail to be delivered after it has been entrusted to the U.S. Postal Service.

ESTABLISHMENT OF ELIGIBILITY

Candidates who are successful in all screening and testing stages will be placed on an eligibility list. Typically, an eligibility list for a classification expires after six (6) months or one (1) year. Candidates on the expired eligibility list are no longer considered for positions within the class. Eligibility lists may be extended beyond one year or expire sooner than one year. Eligibility lists may be merged, in which case candidate ranks may change.

SELECTION PROCESS

Candidates on the eligibility list will be called in rank order to participate in final selection interviews with the hiring manager until three ranks of candidates have accepted the invitation to interview. Ranks may include ties so more than three candidates may be called to interview for one vacancy. Please note that candidates will be removed from the eligibility list for declining the invitation to interview more than three (3) times.

OFFERS OF EMPLOYMENT

Official offers of employment are ONLY made by the Anaheim Union High School District Human Resources, Classified Office. Offers are subject to satisfactory completion of ALL the pre-employment processing including: successful completion of a physical examination, tuberculosis examination, fingerprint clearance by the California Department of Justice, and proof of eligibility to work in the United States.

ADVANCED STEP PLACEMENT

All new regular classified employees shall be paid in accordance with the salary range established for the class to which assigned. Initial placement will normally be the first step of the salary range. However, a new employee may receive advanced step placement with an approval from Human Resources. Requests for advanced step must be submitted in writing to the Human Resources office before the employee's first day of work. Approval will be based on the following criteria:

A) Additional qualifying experience beyond that required for entry into the class.

B) Additional education at the college level when related to the position, beyond the established educational requirements for entry into the class.

C) Evidence of currently receiving a salary greater than the first step of the salary for the classification.

BENEFITS

Benefits earned by all permanent classified employees:

-Leaves: Sick leave, holidays, bereavement and emergency leaves.

-Retirement: Classified employees are members of the Public Employees Retirement System (PERS). Employee contribution is 7% of gross earnings.

Benefits earned by all permanent classified employees working 20 hours or more per week:

-Insurance: The District provides medical, dental, vision care, behavioral health and life insurance for the employees and their dependents.

EQUAL EMPLOYMENT OPPORTUNITY DISTRICT

Anaheim Union High School District prohibits unlawful discrimination against, and/or harassment of, District employees and job applicants on the basis of actual or perceived race, color, national origin, ancestry, religion, age, marital status, pregnancy, physical or mental disability, medical condition, veteran status, gender, gender identity, sex, or sexual orientation at a District site or activity.

The provisions of this bulletin do not constitute an expressed or implied contract. Any provisions of this bulletin may be modified or revoked, and the job description may be changed at any time without notice.

FOR FURTHER JOB INFORMATION ABOUT THE ANAHEIM UNION HIGH SCHOOL DISTRICT, PLEASE GO ONLINE TO WWW.AUHSD.US

Agency
Anaheim Union High School District
Phone
714-999-3548
Website
http://www.auhsd.us
Address
501 Crescent Way

Anaheim, California, 92801
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