Secretary/Office Assistant III (Bilingual Spanish REQUIRED) - Oxnard - job 853800

Oxnard School District

Date: 06/11/2021

City: Oxnard, California

Salary: $20 - 24 per hour

Employment type: Full-time

For an overview of the Classified Employment Process including information on application screening, testing, health and welfare benefits, and advanced salary step placement, please click here: Classified Employment Procedure.


Currently testing for an eligibility list at this time which will be used to fill vacancies for up to one year.
Positions are typically 8.0 hours/246 days.


By submitting an application for this recruitment you are applying for consideration for both Secretary and Office Assistant III positions. The job description for Secretary is below. Please click here to view the job description for Office Assistant III.


Please refer to the "Employment Standards" section of this bulletin to make sure you meet all requirements before applying.


This is a Dual Certification Recruitment: Candidates who attain a passing score on each examination part will be placed in rank order on an eligibility list after promotional credits are added to the composite test scores of promotional candidates. These examinations are open to permanent employees and the public.


Note
: Some positions that involve public contact may require bilingual proficiency for which selective certification may apply (Education Code 45277).



Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.


SUMMARY OF DUTIES

Under the direction of an assigned administrator, performs a variety of secretarial and clerical duties to relieve an assigned manager or department of administrative detail; plans and organizes office activities; coordinates flow of communications for assigned manager or department; and performs a variety of duties relative to assigned area of responsibility.

DISTINGUISHING CHARACTERISTICS AMONG RELATED CLASSES

The Administrative Assistant classification performs a variety of assignments, serves as a lead clerical worker, and provides primary secretarial support for a department or District administrator at the level of Director.

The Secretary classification performs a variety of secretarial and clerical duties and coordinates the flow of communications in support of an assigned department and/or designated manager.

SUPERVISION RECEIVED AND EXERCISED
  • Receives supervision from an assigned manager or department administrator.
  • Provides work direction to other clerical support as directed.
  • Positions in this classification have no formal supervisory responsibilities.


Examples of Duties:
ESSENTIAL DUTIES
  • Serves as secretary to an assigned manager and/or department; plans and organizes office activities to coordinate flow of communications within assigned department;
  • Maintains and distributes a variety of complex records, lists, and files including confidential materials;
  • Composes, types, and completes a variety of written materials such as forms, letters, memoranda, requisitions, bulletins, agendas, and lists from rough drafts or verbal instructions;
  • Compiles information and prepares reports for assigned programs;
  • Greets visitors and answers telephone; responds to questions and provides information related to department policies and functions and applicable District rules, regulations, and policies; takes messages, screens telephone calls for designated manager, and refers callers to appropriate personnel;
  • Ensures timely communication between office and District employees; receives, verifies and transmits information to other District departments and the public; obtains records and information as needed;
  • Independently coordinates various projects requiring independent judgment and initiative; schedules appointments and meetings and maintains manager's or departmental calendar;
  • Performs a variety of clerical duties including, but not limited to, filing, data entry, duplicating materials, date stamping and logging documents received, and opening and routing mail;
  • Attends meetings and take minutes as required; prepares meeting agendas and ensures inclusion of appropriate materials;
  • Requisitions, receives, stores, and distributes supplies and office materials; maintains supply and equipment inventories;
  • Processes and tracks personnel requisitions and other documentation related to the employment of department employees;
  • Submits and follows up on maintenance and technology work orders and requests;


Other Related Duties
  • May assist in enrolling, scheduling, and providing information for new students; may prepare necessary forms for new student enrollment;
  • May maintain employee attendance records, prepare payroll reports and distribute payroll warrants;
  • May take and transcribe dictation of correspondence, reports, bulletins and memoranda as required;
  • For positions with bilingual designations, translates a variety of written materials from English to a second language and from that language into English; interprets and facilitates communication between staff and non-English speaking members of the public; attends various meetings to translate and interpret as needed;
  • Performs related duties and responsibilities as required.




Employment Standards:
Education: Graduation from high school or equivalency.

Experience:
Two years of clerical experience.

Special:
A valid, California Class C, driver's license may be required, and if so, must be maintained during the course of employment.

Ability to be insured, and continue to be insurable, by the District's liability insurance carrier.

Physical Requirements:
Employees in this classification stand, walk, sit, stoop/bend, reach overhead, lift and carry up to 20 lbs., use fingers repetitively, use both hands simultaneously, speak clearly, hear normal conversation, and see small details.

Supplemental Information:
Knowledge of:
  • Modern office practices, procedures, and equipment;
  • District organization, operations, policies, and objectives;
  • Principles of business letter writing and basic report preparation;
  • Techniques of proper telephone etiquette;
  • Pertinent Federal, State and local laws, codes and regulations;
  • Principles and procedures of record keeping;
  • Good public relations techniques;
  • Interpersonal skills using tact, patience, and courtesy;
  • Correct English usage, grammar, spelling, punctuation, and vocabulary.


Ability to:
  • Plan, organize, and coordinate office activities;
  • Establish and maintain filing systems;
  • Maintain confidentiality of privileged information obtained in the course of work;
  • Work effectively within established time schedules and with minimal direction.
  • Operate a variety of office machines and equipment such as a personal computer and applicable hardware and software, copiers, printers, scanners, typewriters, calculators, and fax machines;
  • Type/keyboard at a corrected rate of 50 words per minute;
  • Provide information and assistance to parents, the general public and other staff members in a helpful, courteous and timely manner;
  • Communicate effectively both orally and in writing;
  • Understand and follow both oral and written directions;
  • Establish and maintain effective working;
  • Read, interpret, and follow rules, regulations, policies, and procedures;


Traits:
  • Appreciates and respects the differences among people;
  • Diligently attends to details and quality;
  • Easily adapts to situations and changes;
  • Effectively manages one's own time, priorities, and resources;
  • Logically grasps and thinks through issues and problems;
  • Remains steady under pressure;
  • Stays focused and has good work ethic;
  • Strives to meet customers' needs.


WORK ENVIRONMENT:Employees in this classification work primarily inside an office environment, with frequent interruptions, with changing priorities and short deadlines, may be exposed to air and blood-borne pathogens and germs, bodily fluids and communicable diseases, may be required to drive an automobile to conduct work, and have direct contact with students and the public.


APPOINTMENT:
In accordance with Education Code Section 45301, an employee appointed to this class must serve a probationary period of six (6) months during which time an employee must demonstrate at least an overall satisfactory performance in order to attain permanent status in the classified service.

Salary Range: 19.5




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