Department Office Manager

Salary : $4,232.00 - $4,666.00 Monthly

Location : Covina, CA

Job Type : Full-Time

Job Number : CL24 / 25-16

Department : Maintenance and Operations

Opening Date : 10 / 02 / 2024

Closing Date : 10 / 22 / 2024 11 : 59 PM Pacific

APPLICATION FILING INFORMATION

Opening Date : October 2, 2024

THIS RECRUITMENT IS PROMOTIONAL ONLY.

THE APPLICANT MUST BE A PERMANENT DISTRICT EMPLOYEE.

APPLICATIONS FOR THIS POSITION WILL ONLY BE ACCEPTED ONLINE.

RECRUITMENT TYPE

Promotional Only - the applicant must be a permanent employee of the Charter Oak Unified School District.

The examination process will consist of supplemental questions within the application, a job-related written examination, followed by a selection interview for the top three candidates.

BASIC POSITION INFORMATION

Under the direction of a District Service Center Director or designee, organize, coordinate, schedule and perform a wide variety of administrative office activities;

coordinate communications of office between department and school site personnel, public, and others providing services to the District.

REPRESENTATIVE DUTIES AND KNOWLEDGE, SKILLS, AND ABILITIES

The classification specification does not describe all duties performed by the incumbent in the class. This summary provides examples of typical tasks performed in this classification.

Organize and coordinate overall office activities and functions; prioritize and schedule duties and assignments to assure efficiency and effectiveness and meet established timelines. E

Serve as secretary and provide administrative assistance to the department; make, schedule, and arrange appointments, meetings, and conferences. E

Compose correspondence independently or from notes, rough drafts, or verbal instructions; prepare, type, and distribute communications. E

Collect, compile, organize, and record a variety of data related to department responsibilities; prepare and maintain employee attendance, payroll, and other records, files, and logs. E

Create and maintain files for work orders, requisitions, and purchase orders. E

Lead the activities of the office staff providing training, work direction, and ensuring compliance with established procedures. E

Assist in orienting substitute personnel; provide keys and maintain related records. E

Communicate with a variety of site and District personnel and administrators to coordinate maintenance and operations functions, resolve conflicts and issues, and exchange information. E

Requisition, receive, and distribute supplies and equipment necessary for the completion of work orders; maintain, order, and store office supplies and materials. E

Receive visitors and screen telephone calls and complaints from the public and staff. E

Receive, open, prioritize, and distribute mail. E

Maintain revolving cash / reimbursement fund for the department; monitor the use of department credit cards, maintain records, and reconcile statements. E

Monitor department budgets and advise the department head of budget status. E

Performs other 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.

DISTINGUISHING CHARACTERISTICS

The Department Office Manager provides multifaceted secretarial support to a department Director or other District administrator, and operations of a District Service Office.

Incumbents in this classification work independently with minimal direct supervision, exercising discretion in decision making within established guideline of the District.

Incumbents provide work direction and guidance to office staff.

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF :

Modern office practices, procedures, and equipment.

Correct English usage, grammar, spelling, punctuation, and vocabulary.

Oral and written communication skills.

Letter and report writing skills.

Computer software applications such as Microsoft and Excel

Interpersonal skills using tack, patience and courtesy.

Telephone techniques and etiquette.

District organization, operations, policies, and objectives.

Operation of standard office equipment including computers.

ABILITY TO :

Perform a wide variety of clerical and secretarial duties.

Establish and implement revised office procedures as needed and according to established guidelines.

Understand and follow oral and written directions.

Compose correspondence independently.

Ability to accurately and proficiently use computer software commonly used in modern offices.

Proficiently and accurately type or input data.

Perform duties effectively with many demands on time and constant interruptions.

Work independently with little direction.

Operate a variety of office machines including typewriter, computer, calculator and copier.

Plan and organize work.

Meet schedules and time lines.

Communicate effectively both orally and in writing.

Train, provide work direction and leadership to others.

Work confidentially with discretion.

EDUCATION, EXPERIENCE, AND OTHER REQUIREMENTS

Graduation from high school or equivalent and three years of general secretarial or clerical experience involving frequent contact with the public.

Experience working in a public school department office is highly desirable.

WORKING CONDITIONS

ENVIRONMENT : Office environment.

Office environment.

Constant interruptions

Excessive intermittent noise.

PHYSICAL DEMANDS :

Dexterity of hands and fingers to operate and 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 ensure the accuracy of documents.

HAZARDS :

Incumbents in this class may be exposed to : contact with dissatisfied or abusive individuals; moderate to loud noise.

Holidays

Up to 14 paid holidays per year depending on months worked for all regular classified employees. Holidays are prorated for all classified employees, based on the hours and months worked per school year.

Vacation

Paid vacation is prorated for all regular classified employees, based on the hours and months worked per school year. Below is the vacation schedule for classified staff and classified management.

For the purpose of vacation, a "month of service" is defined as fifteen (15) or more calendar days of paid status in any one calendar month.

1-5 years of service - One day of vacation will be earned per month of service.

6-10 years of service - One and one-quarter (1.25) days of vacation will be earned per month of service.

11-15 years of service - One and one-half (1.5) days of vacation will be earned per month of service.

16-19 years of service - One and one-sixth (1.6) days of vacation will be earned per month of service.

20-24 years of service - One and three-quarter (1.75) days of vacation will be earned per month of service.

25 + years of service - Two (2) days of vacation will be earned per month of service.

Health and Welfare Benefits

Medical Benefits - For full-time classified employees working 40 hours per week, the District will pay 100% of the premium of the least expensive family medical insurance plan (for the employee and eligible dependents).

For classified employees whose assignment is less than full time, but 30 hours per week or more, the District will pay a proration of the premium payment for the medical insurance plan based on the hours per week of the position.

Eligible classified employees who have medical insurance coverage from another source may decline medical coverage and receive a stipend of $1,500 annually, paid tenthly and prorated for classified employees working less than full-time.

Dental Benefits - For classified employees working 30 hours per week or more, the District will pay 100% of the premium for dental benefits for the employee and eligible dependents.

Vision Benefits - For classified employees working 30 hours per week or more, the District will pay up to 100% of the premium for vision benefits for the employee and eligible dependents, depending on which plan is selected by the employee.

Life Insurance Benefits

For classified employees working 15 hours per week or more, the District will pay 100% of the premium for life insurance coverage for the employee of $35,000 ($50,000 for confidential and classified management employees).

The following benefit providers are available for enrollment for eligible classified employees :

• Medical : Health Net HMO / Select
• Dental : Delta Dental (PPO) or DeltaCare USA (HMO)
• Vision : Vision Service Plan (VSP) or Safeguard Vision
• Out of pocket costs are dependent on which provider is selected.

Retirement

The District participates in the California Public Employees' Retirement System (CalPERS). Lifetime retirement benefits are provided for eligible retirees.

Classified employees working 20 hours or more per week will be enrolled in CalPERS (employees make a mandatory 7% contribution).

Paid Sick Leave

All regular classified employees earn paid sick leave based on one day for each month in which such employees are in a paid status with the District and is prorated on the hours and months worked per school year.

For example, employees working 12 months per year will normally earn twelve (12) days of sick leave during each school year.

Earned, but unused sick leave can accumulate without limit.

Salary Step Increments

Regular classified employees receive a step increase of 2.5% annually based on their service in the District. Longevity increments of 5% additional salary are granted at the beginning of the 10th, 15th, 20th and 25th year of service in the District, which are cumulative.

Please see Human Resources for complete benefit information.

The information provided above was updated March 2014.

I understand that in order for my application to receive every consideration in the selection process, I must complete the following supplemental questionnaire for this position.

The information I provide will be reviewed and used to determine my eligibility to move forward in the selection process.

Unanswered questions, incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process.

If the supplemental question is not applicable, please indicate N / A. I have read and understand the above instructions regarding supplemental questions.

This position requires graduation from high school or equivalent and three years of general secretarial or clerical experience involving frequent contact with the public.

Working in a public school department office is highly desirable. Be sure to include the name of the organization(s) you worked for while conducting these duties, along with your job title(s) and dates of employment.

If you do not have experience in this area, please type "N / A". Please do not state, see resume.

Required Question