What are the responsibilities and job description for the School Administrative Assistant-Elementary #57-25 position at Newport-Mesa Unified School District?
THE VACANCY:
This recruitment is Open and Promotional, which means that all are welcome to apply and current classified employees in permanent positions are eligible to receive seniority credit and promotional placement once passing all exams.
This recruitment is Open and Promotional, which means that all are welcome to apply and current classified employees in permanent positions are eligible to receive seniority credit and promotional placement once passing all exams.
There is currently an opening at the following location(s):
- Paularino Elementary School
*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:
BASIC FUNCTION:
Under the direction of the Principal, perform a wide variety of clerical and secretarial duties to coordinate elementary school office activities and assist the Principal in administrative tasks; perform public relations and communications services for the Principal.
MINIMUM QUALIFICATIONS:
EDUCATION AND EXPERIENCE:
Any combination equivalent to: graduation from high school supplemented by college-level coursework in business, office management or related field and three years increasingly responsible clerical or secretarial experience.
LICENSES AND OTHER REQUIREMENTS:
Valid First Aid and CPR Certification issued by an authorized agency must be obtained within six months of employment.
MINIMUM QUALIFICATIONS:
EDUCATION AND EXPERIENCE:
Any combination equivalent to: graduation from high school supplemented by college-level coursework in business, office management or related field and three years increasingly responsible clerical or secretarial experience.
LICENSES AND OTHER REQUIREMENTS:
Valid First Aid and CPR Certification issued by an authorized agency must be obtained within six months of employment.
THE EXAMINATION:
Exam Weight
Supplemental Questions: Qualifying
Performance Examination: Computer Skills Test: Qualifying
Written Examination: 50%
Qualifications Appraisal Interview: 50%
Exam Weight
Supplemental Questions: Qualifying
Performance Examination: 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.
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 will likely be done 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 computer skills test is tentatively scheduled for the week of March 31st. The virtual written examination is tentatively scheduled for the week of April 14th. All who are successful with the written examination will be invited to the virtual qualifications appraisal interview (oral exam) which is tentatively scheduled for the week of April 21st. You will be notified via email, as indicated on your application, regarding your ability to participate in the testing process.
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 the domain @nmusd.us and @governmentjobs.com to your safe senders list.
REPRESENTATIVE DUTIES:ESSENTIAL DUTIES:
Coordinate the overall office activities to assist the Principal in administrative tasks; prepare and maintain a variety of reports, records and files relating to students, staff, operations and activities including those of a confidential nature.
Serve as secretary to the Principal; type letters, compose correspondence independently; prepare, type and distribute communications; schedule conferences, appointments and meetings; receive, open, prioritize and distribute mail.
Answer telephones and greet visitors; take and relay messages; provide information to students, staff and the public concerning school policies, procedures, actions, activities and schedules as appropriate; maintain Principal's calendar and school master calendar of events.
Collect, compile, organize and record a variety of data related to attendance, enrollment, personnel and student activities; prepare and maintain related records, files and logs; monitor, process and submit duplication orders; design and prepare certificates and other documents for special and seasonal events as assigned.
Maintain payroll for certificated, classified and other personnel; maintain accurate records of substitute teachers and accounts to be charged; submit custodial vacation schedules; receive and distribute paychecks.
Enroll, register and schedule new students; complete enrollment information; complete records for the release or transfer of students; maintain confidentiality of student information as required; prepare cumulative and health files as required; assist with orientation events as assigned; input residency and emergency contact information into an assigned database.
Lead the activities of the office staff providing training, work direction, assure compliance with established procedures; assist in setting work priorities and provide input to performance evaluations.
Perform or oversee the attendance function; notify parents of absences; input data and prepare related reports.
Operate a variety of office equipment including a computer and assigned software.
Collect and account for monies collected in conjunction with school activities according to established procedures; process, prepare and scan receipts and deposit slips; process field trips and initiate purchase orders as required.
Maintain and update an assigned school website; upload relevant information in accordance with District policies and procedures; update user information; send emails, newsletters and calendars to appropriate individuals.
Assist in orienting substitute personnel; provide keys, classroom rosters and instructional materials and maintain related records; submit substitute requests for staff development trainings as assigned.
Assist individual students and parents to relate to the school program and its staff; refer the more difficult problems of adjustments to the principal or designated staff member.
Maintain accurate and current student emergency release information and oversee the release of students to authorized parent/guardian or approved individual.
Administer first aid and dispense approved medication to students in accordance with District policy; review medication forms and call doctor's office to assure proper dosages as required.
Monitor budget and advise staff members of budget status; process orders, purchase requisitions and reconcile statements as required; assist the principal with the preparation and maintenance of financial, statistical and narrative reports.
Enter Use of Facilities Permits for extracurricular programs; communicate with school personnel and outside organizations as required; generate work orders for facility and equipment repairs.
Research, compile and verify a variety of information; compute statistical information for a variety of reports; process and evaluate a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed.
Prepare and maintain a variety of data, records and reports related to office programs, financial activity, student information, personnel and assigned duties; assure accuracy and completeness of data, records and reports; establish and maintain filing systems.
Receive, sort and distribute mail; open mail and compose responses independently as appropriate; prepare and distribute informational packets and bulk mailings as directed.
Provide clerical assistance to faculty and staff as needed.
Requisition, receive, store and distribute supplies and office materials; maintain inventory records; assure receipt and proper distribution.
OTHER DUTIES:
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Modern office practices, procedures and equipment.
Statistical record keeping techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Oral and written communication skills.
Interpersonal skills using tact, patience and courtesy.
Telephone techniques and etiquette.
District organization, operations, policies and objectives.
Basic first aid techniques.
Operation of standard office equipment including computer and assigned software.
ABILITY TO:
Perform a wide variety of clerical and secretarial duties to coordinate school office activities.
Perform public relations and communications services for the Principal.
Understand and follow oral and written directions.
Compose correspondence independently.
Complete work with many interruptions.
Work independently with little direction.
Establish and maintain cooperative and effective working relationships with others.
Type and input data at an acceptable rate of speed.
Learn, interpret, apply and explain rules, regulations, policies and procedures.
Operate a variety of office machines including a computer and assigned software.
Understand and work within the scope of authority.
Plan and organize work.
Train and provide work direction to others.
Work confidentially with discretion.
Plan and organize work.
Administer first aid.
WORKING CONDITIONS:
ENVIRONMENT:
Office environment.
Constant interruptions.
PHYSICAL DEMANDS:
Dexterity of hands and fingers to operate a computer keyboard and other office equipment.
Sitting for extended periods of time.
Kneeling, bending at the waist, and reaching overhead, above the shoulders and horizontally to retrieve and store files and supplies.
Hearing and speaking to exchange information in person or on the telephone.
Seeing to read, prepare and assure the accuracy of documents.
HAZARDS:
Contact with blood and bloodborne pathogens.
Potential contact with communicable diseases.
Contact with abusive individuals.
Ewing Consulting, Inc. August 2016
Salary : $5,195 - $6,315
