Administrative Assistant II

These two full-time positions are available in the SELPA Department and State & Federal Systems of Support Department with the Ventura County Office of Education. Work year – 12 months.

APPLICATIONS WILL ONLY BE ACCEPTED ON: https://www.edjoin.org/Home/JobPosting/2073886

Any applications submitted on really will not be considered.

If qualified and interested, an application and required documents shall be submitted electronically via the Edjoin website. Applications will be screened and those considered most qualified will be invited for the written clerical exam.
This must include a fully completed EdJoin employment application as well as the following:

• Letter of Introduction
• Letter(s) of Recommendation (3 letters dated within the last 12 months **[LETTERS MUST BE DATED]**)
• Resume

BASIC FUNCTION:

Under the direction of an assigned director-level department head, perform a variety of complex and responsible administrative support duties to assist the department head; assist with administrative matters requiring knowledge of departmental policies and procedures, related VCOE rules and regulations, federal guidelines, and related codes and laws; organize and coordinate office activities and communications.

REPRESENTATIVE DUTIES:

Organize and coordinate the day-to-day activities of the assigned department head to assure smooth, efficient, and effective office operations; organize and coordinate office activities and communications; perform complex duties to assist the assigned manager(s) with details; E

Attend a variety of regular and special meetings; prepare agendas, minutes, and other details for meetings; transcribe minutes and distribute to appropriate personnel; and post to website when appropriate; E

Perform complex and responsible administrative assistance duties requiring specialized knowledge of the assigned area of administration; perform duties with initiative and judgement to attend to issues in the absence of the assigned department head as authorized; E

Organize, coordinate and assist with a variety of administrative details; compile information and analyze data for reports and assist in the preparation of statistical and narrative reports; perform research and conduct special projects and assignments related to departmental programs, develop and maintain projects requiring initiative and independent judgment; E

Serve as office manager for the assigned department head; greet visitors and answer telephones with courtesy and tact; provide detailed information and answer questions regarding VCOE and department programs, policies, procedures and regulations; gather data and information and reply to various requests, inquiries and surveys; organize, establish and maintain filing and record-keeping systems; sort and route mail and correspondence for the manager's personal reply or signature; E

Compose, edit, prepare and distribute correspondence and memoranda, inter-office communications, forms, flyers, handbooks, brochures and other materials independently or as instructed orally and/or in writing; utilize appropriate format and presentation; maintain a variety of complex files and records often involving sensitive materials in a confidential manner; develop and maintain departmental or site web pages as assigned; E

Schedule, arrange and confirm appointments and meetings and maintain departmental calendar(s); arrange travel reservations and accommodations; reserve facilities and coordinate catering for workshops hosted by all programs within the assigned department; E

Coordinate communications and activities with other VCOE departments and personnel, educational institutions,

State and Federal agencies, vendors, outside organizations and the public; communicate policies and procedures with faculty, administration and staff; evaluate documents for completeness and accuracy; E

Serve as customer service liaison between departmental staff and Technology Services Department regarding service operations, problems, timelines, procedures, billings, needs for assigned projects and jobs, and data input and output; E

Train and provide work direction and guidance to designated clerical personnel in assigned department; provide technical assistance and support to departmental personnel; provide input concerning employee interviews and evaluations as requested; assign clerical staff duties and review work to assure accuracy, completeness and compliance with established guidelines; E

Organize and coordinate efficient office workflow that assures the proper and timely completion of work; assure

work is completed in accordance to established standards and procedures; train and provide work direction to clerical assistants as assigned; E

Requisition office supplies and materials to assure adequate inventory; assist in preparing and monitoring budgetary and other financial data; E

Review and check accounting and other documents to verify accuracy, completeness and conformance to

applicable guidelines, rules and regulations; prepare documents for signatures and proper authorization; ensure accuracy of accounts payable and payroll data for assigned department; E

Assist with the registration and collection of funds for VCOE, parent and agency participants in various meetings, workshops, and other activities; make deposits; E

Operate current technology resources; utilize word processing, spreadsheets, database, graphics, and other applicable software applications and devices; drive an automobile to various sites to conduct work as required; E and

Perform related duties as assigned.

Requirements / Qualifications

EDUCATION AND EXPERIENCE:
Any combination equivalent to: graduation from high school supplemented by related college-level course work and four years of increasingly responsible secretarial experience, including experience in administrative office operating current technology resources.

LICENSES AND OTHER REQUIREMENTS:
Some positions in this classification may require a valid California driver's license. Some positions in this classification may require the ability to speak, read, and write a designated second language.

Comments and Other Information**Please note Superintendent Policy # 3521.1**
Letters of Recommendation: Ventura County Office of Education letterhead and/or the name of the Office are not to be used by employees in providing letters of recommendation or other types of endorsement without the express review and approval of the Superintendent or appropriate branch Associate Superintendent. Please contact your supervisor for approval.

VCOE is an equal opportunity employer.

Job Type: Full-time

Pay: $28.66 - $35.67 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• No nights
• No weekends

Work Location: In person

Salary : $29 - $36