Office Assistant III #53-25

Salary : $57,875.33 - $70,344.29 Annually

Location : CA 92626, CA

Job Type : Full-Time

Job Number : 53-25

Department : Various Sites

Opening Date : 01 / 23 / 2025

Closing Date : 2 / 13 / 2025 12 : 00 PM Pacific

The Vacancy, Basic Function, Minimum Qualifications

THE VACANCY :

This recruitment is open and promotional, which means that all are welcome to apply and current employees in permanent positions are eligible to receive seniority credit and promotional placement once passing all exams.

There are currently vacancies at the following location(s) :

• Maintenance and Operations Department : Work hours are 7 : 30AM - 4 : 30PM.
• Information Technology Department : Work hours are 7 : 00AM - 4 : 00PM.

Both positions are full-time (8 hours per day, 5 days per week, 12 months per year).

NOTE : The ability to speak Spanish is required for some locations. A bilingual proficiency exam is part of the examination process when there is a vacancy with that required skill. A 2.5% bilingual stipend would be added to the base pay at time of hire.

Please apply online at www.governmentjobs.com / careers / nmusd.

BASIC FUNCTION :

Under the direction of an assigned supervisor, perform a variety of responsible and technical clerical duties requiring specialized knowledge and independent judgment involving frequent and responsible public contacts; provide for proper input and output of a variety of data; provide sole clerical support for an assigned function or program; serve as lead person for other office personnel.

DISTINGUISHING CHARACTERISTICS :

The Office Assistant III classification performs a variety of complex and diverse clerical duties involving independent judgment and action within an assigned office or a specific office functional area requiring in-depth knowledge of the function served. Incumbents may serve as sole clerical support to a program or activity or serve in a lead capacity for other office clerical personnel.

The Office Assistant II classification performs a variety of clerical support duties involving independent judgment in the interpretation and application of broadly defined policies and procedures.

The Office Assistant I classification is the entry-level class in the Office Assistant series. Incumbents in this classification are assigned routine and repetitive clerical duties and generally work under close supervision.

MINIMUM QUALIFICATIONS : EDUCATION AND EXPERIENCE :

Any combination equivalent to : graduation from high school and three years clerical experience involving frequent public contact.

Examination Procedures And Information

THE EXAMINATION : Exam Weight

Supplemental Questions : Qualifying

Written / Oral Translation (English / Spanish) : Qualifying where needed

Performance Exam : 5-minute typing at 50 net wpm and Computer Skills Test : Qualifying

Written Examination : 50%

Qualifications Appraisal Interview : 50%

The supplemental questions to the application will be reviewed and rated for certification. These questions are required at the time of application and are qualifying.

An eligibility list will be established for successful candidates which will be used to fill open positions during the life of the list.

Examinations and interviews held to create the eligible list will be conducted virtually, using different online / internet platforms that require video recording or conferencing capabilities, as well as access to a computer with an internet connection and basic Microsoft Office Suite Software.

The virtual performance exam (typing and computer skills test) is tentatively scheduled for the week of February 24th and is qualifying to be invited to the virtual written exam. The virtual job specific written exam is tentatively scheduled for the week of March 3rd and is qualifying to be invited to the oral exam. The virtual qualifications appraisal interview (oral exam) is tentatively scheduled for the week of March 10th and is qualifying to be placed on the eligible list. You will be notified via email, as indicated on your application, regarding your ability to participate in the examination phase of the recruitment.

Applications will be reviewed for minimum requirements. However, Newport-Mesa Unified School District reserves the right to hold a competitive screening based on the number of applications and the needs of the District.

If you elect to have Newport-Mesa Unified School District (hereafter, 'District') contact you via email regarding your application and the hiring process, please be aware that the District is not responsible for any contacts you may have blocked on your email service. Unclaimed emails to applicants are not the responsibility of the District. In an effort to allow our emails through your personal spam filter, you can try to add @nmusd.us and @governmentjobs.com domains to your safe senders list.

Job Responsibilities

REPRESENTATIVE DUTIES :

ESSENTIAL DUTIES :

Perform a variety of technical clerical functions in support of an assigned supervisor, coordinate office activities to reduce administrative detail for the assigned supervisor and other certificated or classified employees.

Perform specialized and complex clerical duties involving independent judgment and action within an assigned office and requiring in-depth knowledge of an organization-wide function or program; assist in assuring smooth and efficient office operations.

Compile information and prepare and maintain a variety of records and reports related to assigned programs and activities; review and verify accuracy and completeness of various documents; establish and maintain filing systems; process and evaluate various forms and applications as needed.

Greet and assist visitors; initiate and receive telephone calls; screen and route calls; take and relay messages; explain office or program policies and procedures; provide technical information and interpretation concerning policies and procedures of assigned program or office.

Compose correspondence; type, format and process a variety of records and documents related to assigned activities such as letters, lists, memoranda, bulletins, reports, requisitions, flyers, forms or other materials from detailed or rough copy; review and proof a variety of forms and materials for completeness, accuracy and conformance to established regulations and procedures.

Input a variety of data into an assigned computer system; maintain automated records and files; initiate queries and generate a variety of computerized lists and reports as requested; assure accuracy of input and output data.

Receive, open, sort, screen and distribute incoming mail; assist in the preparation and dissemination of materials and information to the public and staff regarding various events and programs.

Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software.

Communicate with personnel and outside agencies to exchange information and resolve issues or concerns.

Monitor inventory levels of office supplies; order, receive and assure adequate inventory levels of office supplies.

Coordinate, schedule and attend a variety of meetings as assigned; prepare and send out notices of meetings; maintain appointment and activity calendar; reserve facilities; collect and compile information for meetings, projects and workshops; prepare agendas and take minutes as directed.

Collect and account for various monies and fees for assigned office as required; prepare bank deposits; maintain related accounting records; communicate with other departments regarding invoices and payments.

Perform clerical arrangements for home-to-school transportation of special education students.

Perform technical responsibilities related to assigned function such as compiling information from a variety of sources and preparing complex reports as required by District, County, State or federal regulations; communicate with other agencies or departments to provide or obtain a wide variety of information.

Assure the timely distribution and receipt of a variety of records and reports; request or provide information as necessary to assure completeness and accuracy.

OTHER DUTIES :

Perform related duties as assigned.

KNOWLEDGE AND ABILITIES :

KNOWLEDGE OF :

Modern office practices, procedures and equipment.

Policies and objectives of assigned programs and activities.

Record-keeping and report preparation techniques.

Telephone techniques and etiquette.

Correct English usage, grammar, spelling, punctuation and vocabulary.

Business letter and report writing, editing and proofreading.

Operation of a computer and assigned software.

Methods of collecting and organizing data and information.

Oral and written communication skills.

Interpersonal skills using tact, patience and courtesy.

Basic math.

ABILITY TO :

Perform specialized and complex clerical support duties involving independent judgment and action within an assigned office.

Answer telephones and greet the public courteously.

Assist in assuring smooth and efficient office operations.

Interpret, apply and explain applicable laws, codes, rules and regulations.

Maintain records and prepare reports.

Type and input data at an acceptable rate of speed.

Operate a variety of office equipment including a computer and assigned software.

Understand and follow oral and written directions.

Establish and maintain cooperative and effective working relationships with others.

Communicate effectively both orally and in writing.

Compose correspondence and written materials independently or from oral instructions.

Complete work with many interruptions.

Meet schedules and timelines.

Receive, sort and distribute mail.

Add, subtract, multiply and divide quickly and accurately

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 or standing for extended periods of time.

Seeing to read a variety of materials.

Bending at the waist, kneeling or crouching to file materials.

Ewing Consulting, Inc., August 2016

VACATION - HOLIDAYS - ILLNESS

Employees accumulate twelve (12) days of vacation during the first year of employment, increasing up to twenty-two (22) days beginning the 18th year of service, prorated for part-time, 9, 10, and 11 month assignments. The number of paid holidays per year varies from twelve (12) to fourteen (14) days depending on the work calendar. Employees accumulate twelve (12) days of paid sick leave per year, with unlimited accumulation, prorated for part-time, 9, 10, and 11 month employees.

RETIREMENT

All employees who are in the classified service and work four (4) hours per day or more are members of the Public Employees' Retirement System (CalPERS) and Federal Social Security. If an employee in the classified service works less than four (4) hours per day they are members of an Alternate Retirement System (PARS) and do not contribute to Social Security. Approximately 7% is deducted from your paycheck for PERS retirement.

HEALTH & WELFARE

The District offers a comprehensive health benefits program for employees who work twenty (20) hours or more per week. This includes medical, vision, dental insurance plans and life insurance for employees. For full-time employees the District pays the employee's health, vision, dental, and life insurance premiums with an employee contribution required for some plans. For part-time employees plans are available on a prorated basis. Dependent coverage is available.

PROFESSIONAL GROWTH

The District encourages employees to pursue professional growth. Professional growth points shall be earned by employee participation while in non-paid status in activities which are employment related. Professional growth points are awarded annually and accumulate at $20 per approved Professional Growth Point and / or tuition and textbook reimbursement up to $500 is also available - limited to one per year.

Information I provide to the following supplemental questions will be reviewed as part of the application process. Questions that are not fully and completely answered will be considered grounds for disqualification from the examination process. Stating "see resume" in lieu of a complete response to these questions is not acceptable. Select Yes to indicate that you have read and understand these instructions.

Do you have a high school diploma or equivalent?

How many years of verifiable job related clerical work experience do you have?

How many years of verifiable job related clerical work experience do you have involving public contact, either in person or on the phone?

Check the box that most closely matches your speed in typing or keyboarding.

Do you have the ability to perform oral and written translations to / from English and Spanish? NOTE : Currently, none of the vacancies require this ability.

How many years of verifiable job related work experience do you have performing oral and written translations to / from English and Spanish. NOTE : Currently, none of the vacancies require this ability.

Check the box that indicates your level of proficiency with Microsoft Office software : Word, Excel, Outlook and PowerPoint.

According to the job announcement, check the level of your proficiency to perform the minimum qualifications listed.Compose documents such as emails, letters, memos, reports, forms, bulletins and newsletters.

Establish priorities for carrying out multiple tasks in order to meet deadlines.

Screen calls and visitors and handle or route them to appropriate staff.

Coordinate and schedule meetings, appointments and training.

Collecting money, bookkeeping tasks, reviewing invoices and purchase orders to be able to take necessary action to complete the transaction.

Process documents such as time sheets, work orders, requisitions, travel requests and expense claims and review them for accuracy.

Briefly describe a time you provided excellent customer service to solve a difficult situation. What steps did you take and what was the outcome?

Describe your work related experience monitoring expenditures, initiating budget transfers and arranging expense reimbursements for a manager or administrator.

Describe your work related experience managing multiple projects with varying deadlines while ensuring accuracy of your work. Include the techniques you utilized to stay organized and be successful.

Required Question

Salary : $57,875 - $70,344