What are the responsibilities and job description for the Administrative Assistant II #78-25 position at Newport-Mesa Unified School District?
THE VACANCY:
This recruitment is open and promotional, meaning 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 is currently one vacancy in the Facilities Department (8 hours per day, 5 days per week, 12 months per year).
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 Director, perform a variety of primary secretarial support functions of a difficult and complex nature in a department of a large District-wide function; train and provide work direction and guidance to other clerical staff.
DISTINGUISHING CHARACTERISTICS:
The Administrative Assistant II classification provides primary and complex administrative support to a director of a large department. Incumbents require thorough knowledge of organizational operations, policies and procedures and assigned department or programs. The Administrative Assistant I classification performs varied and responsible administrative assistant duties requiring thorough understanding of a program or functional area. Incumbents provide primary administrative support to a coordinator or director-level administrator.
MINIMUM QUALIFICATIONS:
EDUCATION AND EXPERIENCE:
Any combination equivalent to: graduation from high school and four years increasingly responsible clerical experience.
REPRESENTATIVE DUTIES:
ESSENTIAL DUTIES:
Perform varied and responsible administrative assistant duties to relieve the Director of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications and information; assure smooth and efficient office operations.
Serve as primary administrative support to the assigned Director; perform public relations and communication services for the administrator; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences and other events.
Receive visitors, including administrators, staff, parents and the public; provide information or direct to appropriate personnel; exercise independent judgment in resolving a variety of issues; refer difficult issues to the Director as needed; provide technical information and assistance related to program or organizational operations and related laws, rules, regulations, policies and procedures.
Compile information and prepare and maintain a variety of records, logs and reports related to personnel absences, personnel requisitions and overtime, Worker's Compensation, Free and Reduced Meal program, drug pool lists, Measure F functions, District site aerial mapping, due process cases, legal representation projects and assigned duties; establish and maintain filing systems; revise, verify, proofread and edit a variety of documents.
Input a variety of data into an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, manipulate data and generate various computerized lists and reports as requested; assure accuracy of input and output data; process and track sub and field trip requests as assigned by the position.
Assist with technical support for student information systems as assigned by the position; respond to technical inquiries and direct complex issues to appropriate staff; create user accounts and access rights in accordance with District policies and procedures.
Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, memoranda, bulletins, agenda items, labels, flyers, requisitions, handbooks, newsletters, brochures, certificates, contracts and other materials; format materials to meet program and office needs; maintain and update Department website as assigned by the position.
Research, compile and verify a variety of data and information; compute statistical information for various reports including CBEDS and CALPADS as necessary; process a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed; create and submit personnel requisitions and MERs.
Assist in the processing and distribution of testing materials as assigned by the position; prepare and distribute test schedules and materials; arrange for test printing as required; prepare staff directives; compose and distribute reports and other correspondence related to testing; receive, process and submit test results to appropriate agencies and personnel; assure the confidentiality of test scores and materials.
Coordinate, schedule and attend a variety of meetings, tests and special events; prepare and send out notices of meetings; compile and prepare agenda items and other required information for meetings, workshops and other events; set up equipment and supplies for meetings and other events as needed; take, transcribe and distribute minutes as directed; coordinate emergency IEPs as assigned by the position.
Perform a variety of clerical accounting duties in support of assigned program, budget or office as assigned; monitor funds for income and expenditures; assist in assuring expenditures do not exceed established budget limitations as assigned; calculate, prepare and revise accounting and budgetary data; balance and reconcile assigned accounts and budgets as required; submit Perkins budget revisions and claims to appropriate agencies as assigned by the position.
Evaluate work order and maintenance requests as assigned by the position; communicate with contractors, repair and emergency services as required and in accordance with District policies and procedures; enter key requests as directed.
Perform special projects and prepare various forms and reports on behalf of the Director; attend to administrative details on special matters as assigned.
Train and provide work direction and guidance to clerical staff as assigned by the position.
Communicate with personnel and various outside agencies to exchange information and resolve issues or concerns; read and respond to emails as appropriate.
Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software.
Receive, sort and distribute mail; prepare and distribute informational packets and testing materials as directed.
Maintain appointment and activity schedules and calendars; coordinate travel arrangements and hotel reservations as necessary; reserve facilities and equipment for meetings and other events as needed.
Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory as required; prepare, process and code purchase orders and invoices as assigned; arrange for billings and payments as directed; order and receive test materials as assigned by the position.
Collect various monies and fees for assigned office or programs as required; prepare deposits as directed.
OTHER DUTIES:
Perform related duties as assigned.
This recruitment is open and promotional, meaning 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 is currently one vacancy in the Facilities Department (8 hours per day, 5 days per week, 12 months per year).
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 Director, perform a variety of primary secretarial support functions of a difficult and complex nature in a department of a large District-wide function; train and provide work direction and guidance to other clerical staff.
DISTINGUISHING CHARACTERISTICS:
The Administrative Assistant II classification provides primary and complex administrative support to a director of a large department. Incumbents require thorough knowledge of organizational operations, policies and procedures and assigned department or programs. The Administrative Assistant I classification performs varied and responsible administrative assistant duties requiring thorough understanding of a program or functional area. Incumbents provide primary administrative support to a coordinator or director-level administrator.
MINIMUM QUALIFICATIONS:
EDUCATION AND EXPERIENCE:
Any combination equivalent to: graduation from high school and four years increasingly responsible clerical experience.
THE EXAMINATION:
Exam Weight
Supplemental Questions: Qualifying
Witten/Oral Translation (English/Spanish): Qualifying where needed
Performance Examination: 5 minute typing at 55 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 interviewing for creating 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 examination (typing and computer skills test) is tentatively scheduled for the week of June 9th, and is qualifying in order to be invited to the written exam. The virtual written examination is tentatively scheduled for the week of June 16th. The qualifications appraisal interview (oral exam) is tentatively scheduled for the week of June 23rd. 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.
ESSENTIAL DUTIES:
Perform varied and responsible administrative assistant duties to relieve the Director of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications and information; assure smooth and efficient office operations.
Serve as primary administrative support to the assigned Director; perform public relations and communication services for the administrator; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences and other events.
Receive visitors, including administrators, staff, parents and the public; provide information or direct to appropriate personnel; exercise independent judgment in resolving a variety of issues; refer difficult issues to the Director as needed; provide technical information and assistance related to program or organizational operations and related laws, rules, regulations, policies and procedures.
Compile information and prepare and maintain a variety of records, logs and reports related to personnel absences, personnel requisitions and overtime, Worker's Compensation, Free and Reduced Meal program, drug pool lists, Measure F functions, District site aerial mapping, due process cases, legal representation projects and assigned duties; establish and maintain filing systems; revise, verify, proofread and edit a variety of documents.
Input a variety of data into an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, manipulate data and generate various computerized lists and reports as requested; assure accuracy of input and output data; process and track sub and field trip requests as assigned by the position.
Assist with technical support for student information systems as assigned by the position; respond to technical inquiries and direct complex issues to appropriate staff; create user accounts and access rights in accordance with District policies and procedures.
Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, memoranda, bulletins, agenda items, labels, flyers, requisitions, handbooks, newsletters, brochures, certificates, contracts and other materials; format materials to meet program and office needs; maintain and update Department website as assigned by the position.
Research, compile and verify a variety of data and information; compute statistical information for various reports including CBEDS and CALPADS as necessary; process a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed; create and submit personnel requisitions and MERs.
Assist in the processing and distribution of testing materials as assigned by the position; prepare and distribute test schedules and materials; arrange for test printing as required; prepare staff directives; compose and distribute reports and other correspondence related to testing; receive, process and submit test results to appropriate agencies and personnel; assure the confidentiality of test scores and materials.
Coordinate, schedule and attend a variety of meetings, tests and special events; prepare and send out notices of meetings; compile and prepare agenda items and other required information for meetings, workshops and other events; set up equipment and supplies for meetings and other events as needed; take, transcribe and distribute minutes as directed; coordinate emergency IEPs as assigned by the position.
Perform a variety of clerical accounting duties in support of assigned program, budget or office as assigned; monitor funds for income and expenditures; assist in assuring expenditures do not exceed established budget limitations as assigned; calculate, prepare and revise accounting and budgetary data; balance and reconcile assigned accounts and budgets as required; submit Perkins budget revisions and claims to appropriate agencies as assigned by the position.
Evaluate work order and maintenance requests as assigned by the position; communicate with contractors, repair and emergency services as required and in accordance with District policies and procedures; enter key requests as directed.
Perform special projects and prepare various forms and reports on behalf of the Director; attend to administrative details on special matters as assigned.
Train and provide work direction and guidance to clerical staff as assigned by the position.
Communicate with personnel and various outside agencies to exchange information and resolve issues or concerns; read and respond to emails as appropriate.
Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software.
Receive, sort and distribute mail; prepare and distribute informational packets and testing materials as directed.
Maintain appointment and activity schedules and calendars; coordinate travel arrangements and hotel reservations as necessary; reserve facilities and equipment for meetings and other events as needed.
Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory as required; prepare, process and code purchase orders and invoices as assigned; arrange for billings and payments as directed; order and receive test materials as assigned by the position.
Collect various monies and fees for assigned office or programs as required; prepare deposits as directed.
OTHER DUTIES:
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Department or program organization, operations, policies and objectives.
Policies and objectives of assigned programs and activities.
Terminology, practices and procedures of assigned office.
Record-keeping and filing techniques.
Principles and practices of training and providing work direction to others.
Business letter and report writing, editing and proofreading.
Telephone techniques and etiquette.
Methods, procedures and terminology used in clerical accounting work.
Modern office practices, procedures and equipment.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Data control procedures and data entry operations.
Interpersonal skills using tact, patience and courtesy.
Operation of a computer and assigned software.
Oral and written communication skills.
Methods of collecting and organizing data and information.
Mathematic calculations.
Policies and objectives of assigned programs and activities.
Terminology, practices and procedures of assigned office.
Record-keeping and filing techniques.
Principles and practices of training and providing work direction to others.
Business letter and report writing, editing and proofreading.
Telephone techniques and etiquette.
Methods, procedures and terminology used in clerical accounting work.
Modern office practices, procedures and equipment.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Data control procedures and data entry operations.
Interpersonal skills using tact, patience and courtesy.
Operation of a computer and assigned software.
Oral and written communication skills.
Methods of collecting and organizing data and information.
Mathematic calculations.
ABILITY TO:
Perform varied and responsible administrative assistant duties to relieve the Director of administrative and clerical detail.
Plan, coordinate and organize office activities and coordinate flow of communications and information for the Director.
Assure smooth and efficient office operations.
Learn organizational operations, policies and objectives.
Learn, interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
Compose correspondence and written materials independently or from oral instructions.
Perform a variety of clerical accounting duties in support of assigned department or program. Type or input data at an acceptable rate of speed.
Answer telephones and greet the public courteously.
Complete work with many interruptions.
Compile and verify data and prepare reports.
Maintain a variety of records, logs and files.
Utilize a computer to input data, maintain automated records and generate computerized reports.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and time lines.
Work independently with little direction.
Communicate effectively both orally and in writing. Read and respond to emails.
Add, subtract, multiply and divide with speed and accuracy.
Plan, coordinate and organize office activities and coordinate flow of communications and information for the Director.
Assure smooth and efficient office operations.
Learn organizational operations, policies and objectives.
Learn, interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
Compose correspondence and written materials independently or from oral instructions.
Perform a variety of clerical accounting duties in support of assigned department or program. Type or input data at an acceptable rate of speed.
Answer telephones and greet the public courteously.
Complete work with many interruptions.
Compile and verify data and prepare reports.
Maintain a variety of records, logs and files.
Utilize a computer to input data, maintain automated records and generate computerized reports.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and time lines.
Work independently with little direction.
Communicate effectively both orally and in writing. Read and respond to emails.
Add, subtract, multiply and divide with speed and accuracy.
WORKING CONDITIONS:
ENVIRONMENT:
Office environment.
Constant interruptions.
PHYSICAL DEMANDS:
Dexterity of hands and fingers to operate a computer and standard office equipment.
Sitting or standing for extended periods of time.
Hearing and speaking to exchange information on the telephone or in person.
Seeing to assure complete and accurate reports and letters.
Reaching overhead above the shoulders and horizontally to maintain and retrieve files.
Ewing Consulting, Inc. August 2016
Sitting or standing for extended periods of time.
Hearing and speaking to exchange information on the telephone or in person.
Seeing to assure complete and accurate reports and letters.
Reaching overhead above the shoulders and horizontally to maintain and retrieve files.
Ewing Consulting, Inc. August 2016
Salary : $65,496 - $79,620
