ADMINISTRATIVE ASSISTANT (PROMOTIONAL)

THIS IS A PROMOTIONAL RECRUITMENT. Only current Carlsbad Unified School District employees who have passed their probationary period may apply.

Considering making an application for this job Check all the details in this job description, and then click on Apply.

This is a promotional examination to fill a current opening and add to the current eligibility list for a period of one year, or until depleted.

The candidates achieving the top three ranks of the eligibility list will be referred for the final selection interview along with any transfer or reinstatement candidates.

For candidates who meet the minimum requirements, as demonstrated in their application materials, the examination process will consist of test parts used to measure the knowledge, skills and abilities necessary to perform the essential functions of the job, and will likely include a training and experience examination and structured oral interviews.

The current vacancy will work 8 hours per day, 7 : 30 am - 4 : 30 pm, 12 months per year at the District Office.

Please note that the resulting eligibility list will be used to fill vacancies within the following classifications as needed during the life of the list :

• Administrative Assistant
• School Administrative Assistant-Elementary
• School Administrative Assistant-Alternative Education
• School Administrative Assistant-Assistant Principal
• Those who are interested in being considered for only some of the above classifications are encouraged to participate in the test process and then notify the Personnel Commission Office regarding any hiring interview preferences once the testing process has been completed.

The recruitment process will consist of a training and experience examination and a structured interview.

BASIC FUNCTION :

Under the direction of an assigned Director, perform varied and responsible secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail;

plan, coordinate and organize office activities and coordinate flow of communications for the assigned supervisor.

ESSENTIAL DUTIES :

Perform varied and responsible secretarial and administrative assistant duties to relieve the Director of administrative and clerical detail;

plan, coordinate and organize office activities and coordinate flow of communications; assure smooth and efficient office operations.

Perform public relations and communication services for the administrator; receive, screen and route telephone calls; take and relay messages as appropriate;

schedule and arrange appointments, conferences and other events.

• Receive visitors, including administrators, staff and the public and provide information or direct to appropriate personnel;
• exercise independent judgment in resolving a variety of issues and refer difficult issues to the administrator as necessary;

provide technical information and assistance related to office or program operations, policies and procedures.

Input a variety of data into an assigned computer system; initiate queries and generate a variety of computerized reports as requested;

establish and maintain automated records and files; assure accuracy of input and output data.

Research, compile and verify a variety of information; compute statistical information for a variety of reports; process and evaluate a variety of forms and applications related to assigned functions;

duplicate and distribute materials as needed.

Compose, independently or from oral instructions, note or rough draft, a variety of materials including inter-office communications, applications, requisitions, forms, contracts, letters, memoranda, bulletins, flyers, brochures, agenda items and other materials;

review and proofread a variety of documents.

Prepare and maintain a variety of data, records and reports related to office programs, financial activity, student information, payroll, and personnel as assigned;

assure accuracy and completeness of data, records and reports; establish and maintain filing systems.

Coordinate, schedule and attend a variety of meetings; prepare and send out notices of meetings; maintain appointment and activity calendars;

reserve facilities as needed; collect and compile information for meetings, projects and workshops.

• Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software.
• Prepare, process and code purchase orders and invoices for assigned office or program as directed; monitor office or program expenditures and budgets;

monitor the balance of open purchase orders; maintain auditable records; monitor inventory levels of office supplies; order, receive and maintain inventory of office supplies.

Receive, sort and distribute mail; open mail and compose responses independently as appropriate; prepare and distribute informational packets and bulk mailings as directed.

OTHER DUTIES :

Perform related duties as assigned.

KNOWLEDGE OF :

• Modern office practices, procedures and equipment.
• Telephone techniques and etiquette.
• Policies and objectives of assigned program and activities.
• Applicable laws, codes, regulations, policies and procedures.
• Record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Interpersonal skills using tact, patience and courtesy.
• Oral and written communication skills.
• Operation of a computer and assigned software.
• Methods of collecting and organizing data and information.
• Business letter and report writing, editing and proofreading.
• Basic arithmetic.

ABILITY TO :

• Perform varied and responsible secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail.
• Serve as secretary to the administrator and coordinate communications between administrators, personnel, parents, students and the public.
• Assure smooth and efficient office operations.
• Interpret, apply and explain laws, codes, rules and regulations related to assigned activities.
• Work independently with little direction.
• Compose correspondence and written materials independently or from oral instructions.
• Type or input data at an acceptable rate of speed.
• Understand and resolve issues, complaints or problems.
• Maintain confidentiality of sensitive and privileged information.
• Determine appropriate action within clearly defined guidelines.
• Establish and maintain cooperative and effective working relationships with others.
• Maintain records and files.
• Compile and verify data and prepare reports.
• Operate a variety of office equipment including a computer and assigned software.
• Complete work with many interruptions.
• Plan and organize work.
• Meet schedules and timelines.
• Make arithmetical calculations with speed and accuracy.

EDUCATION AND EXPERIENCE :

Any combination equivalent to : graduation from high school and three years increasingly responsible clerical or secretarial experience involving frequent public contact.

Candidates who meet the minimum requirements, as demonstrated in their application materials, will be required to successfully complete a competitive testing process to measure the knowledge, skills and abilities necessary to perform the essential functions of the job, which may consist of a written examination, a training and experience evaluation, a performance examination, and / or structured oral interviews.

The candidates achieving the top three ranks of the appropriate eligibility list will be referred for a final selection interview.

The Eligibility List resulting from this examination may be used to fill vacancies in related job classifications for which no Eligibility List exists (Ed Code 45272).

Carlsbad Unified School District is an Equal Opportunity Employer

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