What are the responsibilities and job description for the Office Assistant III #53-25 position at Newport-Mesa Unified School District?
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.
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:
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
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
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
