Job Description: Senior Office Assistant

Salary

Classified salary schedule, range 28. Initial placement shall be determined according to training and experience; maximum salary placement will be mid-range. This position is covered by employee selected insurance plan. Benefits include holidays, vacation and sick leave.

Definition

Under the direction of an assigned supervisor, perform a variety of responsible and technical clerical and typing work in support of an assigned district function; provide work direction and guidance to student assistants and other clerical personnel as assigned.

Examples of Duties

Plan, schedule and perform technical clerical duties 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. Receive and screen phone calls and visitors; provide information and direct inquiries and visitors to the proper person or office; provide technical information concerning policies, procedures, rules, regulations and activities of assigned program or office. Compose correspondence independently or from oral or written instructions; type letters, memoranda, bulletins, reports, schedules, lists, forms or other materials from straight copy, rough draft, notes or verbal instructions; proofread documents to assure accuracy and completeness. Coordinate schedules and assist in communicating to others regarding meetings, appointments, activities or announcements; schedule meetings, conferences, and interviews for supervisors and others; assemble, type and duplicate required background materials. Collect and account for fees and other monies received as assigned; monitor and maintain office or program budget according to established guidelines; prepare billings as assigned; make bank deposits as assigned by the position. Operate computer equipment to enter and retrieve data, maintain records and generate reports; utilize word processing and other software as required by the position; operate other office equipment including a typewriter, copier, facsimile and others. Prepare and maintain detailed and complex logs, files and records. Assure timely distribution and receipt of a variety of records, reports and other materials; request or provide information as necessary to assure completeness, accuracy and conformance to established procedures. Provide applications or forms to students, parents or others and assist with their proper completion as needed; verify information provided on applications or forms according to established procedures. Maintain inventory and order supplies, equipment and materials as needed. Train and provide work direction and guidance to student assistants and other clerical personnel as assigned. Perform related duties as assigned.

Employment Standards

Education and Experience: Any combination equivalent to graduation from high school and two years of responsible clerical experience.

Knowledge and Abilities: Knowledge of modern office practices, procedures and equipment; financial and statistical record-keeping techniques; correct English usage, grammar, spelling, punctuation and vocabulary; receptionist and telephone techniques; interpersonal skills using tact, patience and courtesy; operation of office machines including computer equipment; letter and report writing techniques. Ability to plan, schedule and perform a variety of responsible and technical clerical and typing work in support of an August 13, 2009 assigned District function; provide work direction and guidance to student assistants and other clerical personnel as assigned; add, subtract, multiply and divide quickly and accurately. Read, interpret, apply and explain rules, regulations, policies and procedures; meet schedules and time lines; communicate effectively both orally and in writing; establish and maintain cooperative and effective working relationships with others; plan and organize work; maintain records and prepare reports; communicate effectively both orally and in writing; type at 40 words net per minute from clear copy (verification of typing required with application); understand and follow oral and written directions; operate a variety of office equipment such as typewriter, computer terminal, copier, and others as assigned.

Physical Abilities:Hearing and speaking to exchange information in person or on the telephone; dexterity of hands and fingers to operate a computer keyboard; seeing to read a variety of materials; bending at the waist, kneeling or crouching to store or retrieve materials; sitting or standing for extended periods of time.