APPLICATIONS FOR THIS POSITION WILL BE ACCEPTED ONLINE ONLY ON: June 24 & June 25, 2015.
Please note: If you are interested in being considered for Intermediate Office Assistant – Schools Bilingual Spanish, Intermediate Office Assistant and/or Intermediate Office -Bilingual Spanish, you must submit a separate online application for each position.
Under the direction of an assigned supervisor, perform a variety of general and varied clerical duties in support of an assigned District office or program; serve as receptionist answering phones and greeting and assisting visitors.
Examples of Duties:
The classification specification does not describe all duties performed by all incumbents within the class. This summary provides examples of typical tasks performed in this classification.
• Perform a variety of general and varied clerical duties in support of an assigned District office or program; type letters, memoranda, contracts, minutes, agenda items, bulletins, newsletters, reports, requisitions or other materials from detailed or rough copy; compose routine correspondence; proofread completed typing assignments. E
• Serve as receptionist and answer telephones; take messages and provide information related to office programs, schedules, activities, policies, procedures and other information as requested; direct calls to appropriate personnel; greet and assist visitors. E
• Communicate with other departments, District staff and outside organizations regarding office operations, activities, supplies, policies and procedures and student information; prepare and coordinate administrative schedules and calendars as directed. E
• Receive, sort and distribute incoming mail; post notices and distribute flyers and informational posters; assist in the preparation and dissemination of materials and information to the public and staff regarding various events and programs. E
• Sort and file materials according to established procedures; establish, maintain and purge records, logs, inventories and various files; input information into computerized database and generate reports and lists as assigned; duplicate and distribute materials. E
• Inventory, order, receive, store and distribute office supplies, materials and equipment; follow-up with vendors concerning missing or incorrect orders; receive equipment and material orders from school sites; prioritize requests; process and route orders according to established procedures; maintain related records. E
• Collect and compile information, documents and data from files and records to be included in reports and files; prepare graphic presentations and charts as assigned. E
• Receive monies and make deposits in accordance with established procedures; maintain related financial records; monitor expenditures as assigned by the position. E
• Receive employee absence calls from District sites; prepare related forms and lists; fill vacancies according to established procedures; notify sites that substitute workers have
been assigned. E
• Operate a variety of office equipment including a copier, fax machine, calculator, typewriter and a computer; arrange for repairs of equipment as directed. E
• Schedule appointments for employees to take identification badge pictures; take photographs and prepare badges; send out badges to employees. E
• Assist in organizing field trips, special events, orientations, meetings and staff development training’s. E
• Train and provide work direction to new employees as assigned; prepare and post work schedules; prepare time sheets or assist with recording and computing employee time sheets as assigned. E
• Assist other departments and secretarial staff as assigned. E
• Assist with health screening procedures at school sites as assigned by the position; record results. E
• Perform related duties as assigned.
Note: At the end of some of the duty statements there is an italicized “E” which identifies essential duties required of the classification. This is strictly for use in compliance with the Americans with Disabilities Act.
Employment Standards:
Knowledge of:
Modern office practices, procedures and equipment.
Operation of a computer and assigned software.
Record-keeping and filing techniques.
Telephone techniques and etiquette.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Oral and written communication skills.
Interpersonal skills using tact, patience and courtesy.
Basic math.
Ability to:
Perform a variety of clerical duties in support of an assigned District office or program.
Communicate effectively with students, parents, staff and administration.
Learn, interpret and explain applicable laws, codes, rules, regulations, policies and procedures.
Learn District organization, operations, policies and objectives.
Answer telephones and greet the public courteously.
Maintain records and files.
Understand and follow oral and written directions.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and time lines.
Receive, sort and distribute mail.
Add, subtract, multiply and divide quickly and accurately.
Operate a variety of office equipment including a computer and assigned software.
Complete work with many interruptions.
Education and Training:
Graduation from high school.
Completion of Long Beach Unified School District Regional Occupational Program (ROP)Clerical/Office Occupations (CC/CVE) training class is desirable.
Experience:
Either one year of clerical experience involving public contact or one year of experience at the level of Office Assistant. Completion of the Long Beach Unified School District ROP Clerical/Office Occupations (CC/CVD) training class may substitute for up to six months of the required experience. Any other combination of training and/or experience that could likely provide the desired skills, knowledge or abilities may be considered.
Special Requirements:
Some positions in this classification may require the use of a personal automobile and possession of a valid California driver’s license.
SELF-CERTIFICATION OF TYPING/KEYBOARDING SKILLS:
This classification requires that incumbents be skilled in typing/keyboarding at a minimum of 35 words per minute. A typing test will not be given. Incumbents must certify in writing that they have such skills at the time of appointment to this class. Demonstrated proficiency will be expected during the probationary period for the class.
The Governing Board of Long Beach Unified School District prohibits unlawful discrimination against and/or harassment of district employees and job applicants on the basis of actual or perceived race, color, national origin, ancestry, religion, age, marital status, pregnancy, physical or mental disability, medical condition, veteran status, gender, sex or sexual orientation at any district site and/or activity pursuant to BP 4030.
The Governing Board of Long Beach Unified School District prohibits sexual harassment of district employees and job applicants. The Board also prohibits retaliatory behavior or action against district employees or other persons who complain, testify or otherwise participate in the complaint process established pursuant to policy BP 4119.11.
SELECTION PROCEDURE:
The examination process for this recruitment may be comprised of one or any combination of the following: a “paper screening” of the applicant’s training, background, and experience; evaluation of responses on a supplemental application; written examination(s); qualifications appraisal oral examination; performance examination; or technical oral examination, scored on a job-related basis. Only the most highly qualified candidates will be invited to continue in the examination process. Successful candidates who pass all parts of the examination process will be placed on the eligibility list in order of their relative merit as determined by these competitive examinations.
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