Poway Unified School District
Administrative Assistant I (Promotional Only)
Poway Unified School District, San Diego, California, United States, 92189
Salary:
$23.94 - $30.65 Hourly
Location :
Throughout Poway Unified School District, CA
Job Type:
Part Time
Job Number:
24-0091
Site/Dept:
District-wide
Opening Date:
10/03/2024
Closing Date:
10/14/2024 4:30 PM Pacific
Number of Working Months:
12
Description
**This position is PROMOTIONAL ONLY and is only accepting applications from Current, Contracted, Classified employees**** This position is 12 months, 30 hours per week, this posting is for a vacancy within the Student Attendance and Discipline Department and will be used to fill future vacancies within the District. ****This recruitment will establish an eligibility list valid for 6 months to fill current and future vacancies.**
BASIC FUNCTION:Under the direction of an assigned administrator, perform responsible secretarial and administrative assistance duties to relieve the administrator of administrative and clerical detail; organize office activities and coordinate flow of communications for the assigned supervisor; assure smooth and efficient office operations.
DISTINGUISHING CHARACTERISTICS:
The Administrative Assistant I classification typically provides primary secretarial support to an Assistant Director of a major District-wide function or a Director of a small department or program with a limited budgetary impact. Administrative Assistant II incumbents serve as a primary secretary to a Director of a major District-wide function with extensive budgetary impact and broad responsibilities for District-wide departmental and program administration. Incumbents may provide work direction and guidance to other clerical staff.
Examples of Duties
Representative Duties
Perform responsible secretarial and administrative assistance duties to relieve the administrator of administrative and clerical detail; compose independently or from oral instruction, letters requesting or providing information; maintain confidentiality of sensitive and privileged information.
E
Coordinate office communications; initiate and answer telephone calls; screen and route calls; respond to inquiries and provide technical information related to office programs, schedules, activities, policies and procedures; resolve issues as appropriate; refer difficult situations to the administrators.
E
Communicate with other departments, District staff and outside organizations to coordinate activities and exchange information; assure smooth and efficient office operations.
E
Assist the supervisor with the administration and operation of programs and activities; maintain current knowledge of program policies, rules and guidelines; assist in the preparation of request for proposals, contract applications, State and federal grants as directed.
E
Maintain assigned budgets and petty cash funds; assure accounts are accurate and expenditures are within federal or State requirements; collect and account for fees; initiate purchase requisitions and budget transfers.
E
Compile information and prepare and maintain a wide variety of data and reports according to established procedures and time lines; process a variety of forms and applications pertinent to the assignment.
E
Establish and maintain various office and departmental records and files; sort, file and purge materials according to established procedures; release information from files to authorized personnel and outside agencies as appropriate.
E
Type letters, reports, agenda items, memoranda, contracts, legal documents, records, forms and other materials from straight copy, rough drafts or oral instructions.
E
Coordinate and schedule meetings and appointments; maintain appointment calendar; reserve facilities; arrange travel reservations; prepare travel forms and reimbursements; compile and duplicate related materials as needed.
E
Inventory, order, receive, store and distribute office and departmental supplies, materials and equipment; follow-up with vendors concerning missing or incorrect orders; tabulate, duplicate and forward invoices to appropriate departments.
E
Operate a variety of office equipment including a fax machine, copier and a computer and assigned software.
E
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.
E
Train and provide work direction and guidance to clerical staff and student assistants as assigned by the position; record and compute time sheets as assigned.
E
Assist assigned administrator by performing research and special projects as requested.
Attend and participate in a variety of in-service trainings and meetings; take and transcribe minutes; take and transcribe dictation as assigned by the position.
Perform related duties as assigned.
NOTE:
At the end of some of the duty statements, there is an
"E"
which identifies essential duties required of the classification.Minimum Qualifications
Education and Experience
Any combination of education and experience equivalent to: graduation from high school supplemented by college-level coursework in business, office management or a related field and two years of increasingly responsible clerical or secretarial experience involving public contact.
This classification requires that incumbents be skilled in typing/keyboarding at a minimum of 45 words per minute. A typing test will not be given. Applicants must certify in writing that they have such skills. Demonstrated proficiency will be expected during the probationary period for the class.
Supplemental Information
KNOWLEDGE AND ABILITIES:KNOWLEDGE OF:Modern office practices, procedures and equipment.Operation of a computer and assigned software.Terminology, processes and operations of assigned office or program.Financial and statistical record-keeping techniques.Telephone techniques and etiquette.Research methods and report preparation techniques.Applicable laws, codes, rules and regulations related to assigned activities.Correct English usage, grammar, spelling, punctuation and vocabulary.Interpersonal skills using tact, patience and courtesy.Oral and written communication skills.Basic budgeting practices regarding monitoring and control.District organization, operations, policies and objectives.Methods of collecting and organizing data and information.Business letter and report writing techniques.Principles of training and providing work direction to others.Basic public relations techniques.
ABILITY TO:Provide responsible secretarial and administrative assistance duties to relieve the administrator of administrative and clerical detail.Assure efficient and timely completion of office and program projects and activities.Operate a variety of office equipment including a computer and assigned software.Compose correspondence and written materials independently or from oral instructions.Establish and maintain a variety of filing systems.Understand and resolve issues, complaints or problems.Maintain confidentiality of sensitive and privileged information.Interpret, apply and explain laws, rules, regulations, policies and procedures.Work independently with little direction.Prioritize and schedule work.Plan and organize work.Type or input data at an acceptable rate of speed. *Maintain financial and statistical records.Train and provide work direction to others.Compile and verify data and prepare reports.Complete work with many interruptions.Establish and maintain cooperative and effective working relationships with others.Communicate effectively both orally and in writing.
In accordance with Personnel Commission Rules and Regulations of Classified Service # 70.200.1, new employees to Poway Unified School District will be placed at Step 1 of the official salary range designated for the position. Any variances in initial placement are addressed in, and shall be carried out in agreement with, this rule.
The Poway Unified School District (PUSD) is an equal opportunity employer/program and is committed to an active Nondiscrimination Program. PUSD does not discriminate on the basis of race, color, national origin, sex, sexual orientation, ethnic group identification, ancestry, religion, gender, gender identification, mental or physical disability.
For more information, please contact the Title IX/Equity Compliance Officer, Associate Superintendent of Personnel Support Services, Poway Unified School District, 15250 Avenue of Science, San Diego, CA 92128-3406
Poway Unified School District offers an excellent benefits package for eligible employees who are contracted for 20 (twenty) or more hours per week.
Benefits include:
Retirement - CalPERSHolidays - 16 paid holidays per year (based on 12-month employment contract)Vacation - Starting at 12 days per year for 12-month employees, increasing with length of serviceSick Leave - 12 paid sick days per year (for 12 working months)Medical and Prescription InsuranceDental InsuranceVision InsuranceLife InsuranceTravel InsuranceFlexible Spending AccountsWellness/Mental Health BenefitFlexible Benefit Plan OptionsFor further information regarding our benefits, please visit our website at:
01
The following supplemental questions will help us determine how well you meet the minimum employment qualification standards for this position. Qualified means that you meet the minimum qualifications found in the job description. Incomplete responses will disqualify your application or reduce the credit given for your qualifications. Please respond accurately and truthfully to all questions. Providing information that is found to be false or misleading may lead to disqualification from the selection process or, in instances where employment has commenced, may result in immediate termination. Please note: (*) Answering "See Application" or "See Resume" on any of the following questions may result in your application being disqualified from further consideration in the recruitment process. (*) Your related work experience must be clearly shown in the areas for work history on your application. (*) The information provided in answering these questions will be considered in determining whether you will move to the next step and may be used as part of a technical and experience evaluation. (*) I acknowledge that I have read and understood the above statement. (Please initial in the space provided below).
02
This position requires any combination of education and experience equivalent to: graduation from high school supplemented by college-level coursework in business, office management or a related field and two years of increasingly responsible clerical or secretarial experience involving public contact.Please list completed coursework in business, office management, or a related field.Be sure to list degree(s) earned along with major(s).If no coursework, please write N/A.Answering "See Resume" or "See Application" or not providing a response may limit our ability to assess your qualifications.
03
This position requires any combination of education and experience equivalent to: graduation from high school supplemented by college-level coursework in business, office management or a related field and two years of increasingly responsible clerical or secretarial experience involving public contact.Please detail your experience that reflects increasingly responsible clerical or secretarial experience involving public contact.Be sure to include the employer for whom you preformed this work, job title, and dates of employment.If no experience, please write N/A.Answering "See Resume" or "See Application" or not providing a response may limit our ability to assess your qualifications.
04
Describe your experience coordinating and scheduling appointments, meetings and maintaining and an administrator's calendar. Provide details that support your experience performing these duties. (i.e. length of time, how many people supported, etc.). This experience should be clearly shown in the work history of your application.
05
Describe your experience maintaining assigned budgets and petty cash funds; ensuring accounts are accurate.Provide details that support your experience performing these duties. (i.e. what type of accounts, what was your role, etc.).This experience should be clearly shown in the work history of your application.
06
Describe your experience typing letters, reports, agenda items, memoranda, contracts, legal documents, records, forms and other materials from straight copy, rough drafts or oral instructions.This experience should be clearly shown in the work history of your application.
Required Question
$23.94 - $30.65 Hourly
Location :
Throughout Poway Unified School District, CA
Job Type:
Part Time
Job Number:
24-0091
Site/Dept:
District-wide
Opening Date:
10/03/2024
Closing Date:
10/14/2024 4:30 PM Pacific
Number of Working Months:
12
Description
**This position is PROMOTIONAL ONLY and is only accepting applications from Current, Contracted, Classified employees**** This position is 12 months, 30 hours per week, this posting is for a vacancy within the Student Attendance and Discipline Department and will be used to fill future vacancies within the District. ****This recruitment will establish an eligibility list valid for 6 months to fill current and future vacancies.**
BASIC FUNCTION:Under the direction of an assigned administrator, perform responsible secretarial and administrative assistance duties to relieve the administrator of administrative and clerical detail; organize office activities and coordinate flow of communications for the assigned supervisor; assure smooth and efficient office operations.
DISTINGUISHING CHARACTERISTICS:
The Administrative Assistant I classification typically provides primary secretarial support to an Assistant Director of a major District-wide function or a Director of a small department or program with a limited budgetary impact. Administrative Assistant II incumbents serve as a primary secretary to a Director of a major District-wide function with extensive budgetary impact and broad responsibilities for District-wide departmental and program administration. Incumbents may provide work direction and guidance to other clerical staff.
Examples of Duties
Representative Duties
Perform responsible secretarial and administrative assistance duties to relieve the administrator of administrative and clerical detail; compose independently or from oral instruction, letters requesting or providing information; maintain confidentiality of sensitive and privileged information.
E
Coordinate office communications; initiate and answer telephone calls; screen and route calls; respond to inquiries and provide technical information related to office programs, schedules, activities, policies and procedures; resolve issues as appropriate; refer difficult situations to the administrators.
E
Communicate with other departments, District staff and outside organizations to coordinate activities and exchange information; assure smooth and efficient office operations.
E
Assist the supervisor with the administration and operation of programs and activities; maintain current knowledge of program policies, rules and guidelines; assist in the preparation of request for proposals, contract applications, State and federal grants as directed.
E
Maintain assigned budgets and petty cash funds; assure accounts are accurate and expenditures are within federal or State requirements; collect and account for fees; initiate purchase requisitions and budget transfers.
E
Compile information and prepare and maintain a wide variety of data and reports according to established procedures and time lines; process a variety of forms and applications pertinent to the assignment.
E
Establish and maintain various office and departmental records and files; sort, file and purge materials according to established procedures; release information from files to authorized personnel and outside agencies as appropriate.
E
Type letters, reports, agenda items, memoranda, contracts, legal documents, records, forms and other materials from straight copy, rough drafts or oral instructions.
E
Coordinate and schedule meetings and appointments; maintain appointment calendar; reserve facilities; arrange travel reservations; prepare travel forms and reimbursements; compile and duplicate related materials as needed.
E
Inventory, order, receive, store and distribute office and departmental supplies, materials and equipment; follow-up with vendors concerning missing or incorrect orders; tabulate, duplicate and forward invoices to appropriate departments.
E
Operate a variety of office equipment including a fax machine, copier and a computer and assigned software.
E
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.
E
Train and provide work direction and guidance to clerical staff and student assistants as assigned by the position; record and compute time sheets as assigned.
E
Assist assigned administrator by performing research and special projects as requested.
Attend and participate in a variety of in-service trainings and meetings; take and transcribe minutes; take and transcribe dictation as assigned by the position.
Perform related duties as assigned.
NOTE:
At the end of some of the duty statements, there is an
"E"
which identifies essential duties required of the classification.Minimum Qualifications
Education and Experience
Any combination of education and experience equivalent to: graduation from high school supplemented by college-level coursework in business, office management or a related field and two years of increasingly responsible clerical or secretarial experience involving public contact.
This classification requires that incumbents be skilled in typing/keyboarding at a minimum of 45 words per minute. A typing test will not be given. Applicants must certify in writing that they have such skills. Demonstrated proficiency will be expected during the probationary period for the class.
Supplemental Information
KNOWLEDGE AND ABILITIES:KNOWLEDGE OF:Modern office practices, procedures and equipment.Operation of a computer and assigned software.Terminology, processes and operations of assigned office or program.Financial and statistical record-keeping techniques.Telephone techniques and etiquette.Research methods and report preparation techniques.Applicable laws, codes, rules and regulations related to assigned activities.Correct English usage, grammar, spelling, punctuation and vocabulary.Interpersonal skills using tact, patience and courtesy.Oral and written communication skills.Basic budgeting practices regarding monitoring and control.District organization, operations, policies and objectives.Methods of collecting and organizing data and information.Business letter and report writing techniques.Principles of training and providing work direction to others.Basic public relations techniques.
ABILITY TO:Provide responsible secretarial and administrative assistance duties to relieve the administrator of administrative and clerical detail.Assure efficient and timely completion of office and program projects and activities.Operate a variety of office equipment including a computer and assigned software.Compose correspondence and written materials independently or from oral instructions.Establish and maintain a variety of filing systems.Understand and resolve issues, complaints or problems.Maintain confidentiality of sensitive and privileged information.Interpret, apply and explain laws, rules, regulations, policies and procedures.Work independently with little direction.Prioritize and schedule work.Plan and organize work.Type or input data at an acceptable rate of speed. *Maintain financial and statistical records.Train and provide work direction to others.Compile and verify data and prepare reports.Complete work with many interruptions.Establish and maintain cooperative and effective working relationships with others.Communicate effectively both orally and in writing.
In accordance with Personnel Commission Rules and Regulations of Classified Service # 70.200.1, new employees to Poway Unified School District will be placed at Step 1 of the official salary range designated for the position. Any variances in initial placement are addressed in, and shall be carried out in agreement with, this rule.
The Poway Unified School District (PUSD) is an equal opportunity employer/program and is committed to an active Nondiscrimination Program. PUSD does not discriminate on the basis of race, color, national origin, sex, sexual orientation, ethnic group identification, ancestry, religion, gender, gender identification, mental or physical disability.
For more information, please contact the Title IX/Equity Compliance Officer, Associate Superintendent of Personnel Support Services, Poway Unified School District, 15250 Avenue of Science, San Diego, CA 92128-3406
Poway Unified School District offers an excellent benefits package for eligible employees who are contracted for 20 (twenty) or more hours per week.
Benefits include:
Retirement - CalPERSHolidays - 16 paid holidays per year (based on 12-month employment contract)Vacation - Starting at 12 days per year for 12-month employees, increasing with length of serviceSick Leave - 12 paid sick days per year (for 12 working months)Medical and Prescription InsuranceDental InsuranceVision InsuranceLife InsuranceTravel InsuranceFlexible Spending AccountsWellness/Mental Health BenefitFlexible Benefit Plan OptionsFor further information regarding our benefits, please visit our website at:
01
The following supplemental questions will help us determine how well you meet the minimum employment qualification standards for this position. Qualified means that you meet the minimum qualifications found in the job description. Incomplete responses will disqualify your application or reduce the credit given for your qualifications. Please respond accurately and truthfully to all questions. Providing information that is found to be false or misleading may lead to disqualification from the selection process or, in instances where employment has commenced, may result in immediate termination. Please note: (*) Answering "See Application" or "See Resume" on any of the following questions may result in your application being disqualified from further consideration in the recruitment process. (*) Your related work experience must be clearly shown in the areas for work history on your application. (*) The information provided in answering these questions will be considered in determining whether you will move to the next step and may be used as part of a technical and experience evaluation. (*) I acknowledge that I have read and understood the above statement. (Please initial in the space provided below).
02
This position requires any combination of education and experience equivalent to: graduation from high school supplemented by college-level coursework in business, office management or a related field and two years of increasingly responsible clerical or secretarial experience involving public contact.Please list completed coursework in business, office management, or a related field.Be sure to list degree(s) earned along with major(s).If no coursework, please write N/A.Answering "See Resume" or "See Application" or not providing a response may limit our ability to assess your qualifications.
03
This position requires any combination of education and experience equivalent to: graduation from high school supplemented by college-level coursework in business, office management or a related field and two years of increasingly responsible clerical or secretarial experience involving public contact.Please detail your experience that reflects increasingly responsible clerical or secretarial experience involving public contact.Be sure to include the employer for whom you preformed this work, job title, and dates of employment.If no experience, please write N/A.Answering "See Resume" or "See Application" or not providing a response may limit our ability to assess your qualifications.
04
Describe your experience coordinating and scheduling appointments, meetings and maintaining and an administrator's calendar. Provide details that support your experience performing these duties. (i.e. length of time, how many people supported, etc.). This experience should be clearly shown in the work history of your application.
05
Describe your experience maintaining assigned budgets and petty cash funds; ensuring accounts are accurate.Provide details that support your experience performing these duties. (i.e. what type of accounts, what was your role, etc.).This experience should be clearly shown in the work history of your application.
06
Describe your experience typing letters, reports, agenda items, memoranda, contracts, legal documents, records, forms and other materials from straight copy, rough drafts or oral instructions.This experience should be clearly shown in the work history of your application.
Required Question