School Administrative Assistant III at Berkeley Unified School District

Basic Function and Representative DutiesBASIC FUNCTION:Under the direction of the high school or adult school principal plan organize and coordinate a wide variety of administrative and other office functions and activities related to the administration of diverse programs and operations at the high school or adult school; serve as administrative support to the principal and coordinate communications between administrators personnel parents students and the general public; train assign and coordinate the work of assigned school personnel.DISTINGUISHING CHARACTERISTICS:The School Administrative Assistant III classification provides primary and complex administrative support to the high school or adult school principal. Incumbents require thorough knowledge of school operations policies and procedures and serve in a lead capacity providing training and guidance to other clerical staff in the office.The School Administrative Assistant II classification provides primary support to an elementary middle or alternative school principal. Incumbents require thorough knowledge of school operations policies and procedures and serve as the school office lead.The School Administrative Assistant I classification is the primary administrative support to a certificated administrator at a school and may serve as an office leadREPRESENTATIVE DUTIES:ESSENTIAL DUTIES:Plan organize and coordinate a wide variety of administrative and other office functions and activities related to the administration of diverse programs and operations at the high school or adult school; assist in assuring smooth and efficient office operations; coordinate and organize office communications and informationGreet and assist students parents staff and visitors; initiate and receive telephone calls; screen and route calls; take and relay messages; provide general information concerning school operations and activities and related rules policies and proceduresAssist the Human Resources Department with facilitating site substitute coverage using the automated substitute employee management system; greet and assist substitute employees by providing keys materials and pertinent information Train assign and coordinate the work of assigned school personnel; prepare absentee forms as directed; review work for accuracy completeness and compliance with established guidelines and proceduresCoordinate schedule and attend a variety of meetings as assigned; prepare and send out notices of meetings; maintain appointment and activity calendar for the school and the principal; reserve facilities; collect and compile information for meetings projects and workshops; prepare agendas and take minutes as directedParticipate in scheduling and coordinating various special events and other activities as assigned by the positionPrepare personnel requisitions for position or staffing changes using the District systems and based on information provided by the budget manager; submit personnel requisitions to the budget manager for approval and route to appropriate department for approval and/or processing Compose correspondence; keyboard format and process a variety of records and documents related to assigned activities such as letters lists memoranda bulletins reports requisitions flyers posters forms packets or other materials from detailed or rough copy; prepare contracts using fillable form and based on information provided by budget manager; proofread completed assignmentsInput a variety of data into computer system; maintain automated records and files; initiate queries and generate a variety of computerized lists spreadsheets and reports as requested; assure accuracy of input and output dataCompile information and prepare and maintain a variety of records and reports related to school programs and activities; review and verify accuracy and completeness of various documents; establish and maintain filing systems; process and review various forms and applications as neededReceive open sort screen and distribute incoming mail; receive and respond to e-mails; assist in the preparation and dissemination of materials and information to the public and staff regarding various events and programs Administer first aid according to established proceduresOperate a variety of office equipment including a calculator copier laminator fax machine computer and assigned software; operate a two-way radio as assignedCommunicate with staff and outside agencies to exchange information and resolve issues or concernsMonitor inventory levels of office and school supplies; order receive and assure adequate inventory levels of office and school supplies; prepare purchase requisitions for supplies and services using District systems and based on information provided by the budget manager; submit purchase requisitions to the budget manager for approval; submit purchase requisitions to the appropriate department for approval and/or processingPerform other activities in support of the school and office including registering/transferring students receiving and processing money for fees maintaining sign in/sign out sheets and assisting with students sent to the office for health discipline or other matters as assigned by the position; assist in coordinating events such as graduation/promotion OTHER DUTIES:Perform related duties as assignedKnowledge and AbilitiesKNOWLEDGE OF:Modern office practices procedures and equipmentPolicies and objectives of assigned programs and activitiesRecord-keeping and report preparation techniquesTelephone techniques and etiquetteCorrect English usage grammar spelling punctuation and vocabularyBusiness letter and report writing editing and proofreadingComputer and assigned software applications and systemsMethods of collecting and organizing data and informationOral and written communication skillsInterpersonal skills using tact patience and professionalismBasic mathBasic first aid and CPR techniquesABILITY TO:Plan organize and coordinate a wide variety of administrative and other office functions and activities related to the administration of diverse programs and operations at the high school or adult schoolPerform clerical and secretarial support duties to relieve the high school or adult school principal of administrative and clerical detailAnswer telephones and greet the public courteously Assist in assuring smooth and efficient office operationsInterpret apply and explain applicable laws codes rules and regulationsMaintain records and prepare reportsKeyboard or input data at an acceptable rate of speedOperate a variety of office equipment including a computer and assigned softwareUnderstand and follow oral and written directionsEstablish and maintain cooperative and effective working relationships with others Communicate effectively both orally and in writingCompose correspondence and written materials independently or from oral instructionsComplete work with many interruptions Meet schedules and timelinesReceive sort and distribute mailAdd subtract multiply and divide quickly and accuratelyAdminister basic First aid and CPR as neededEducation Experience and Other RequirementsEDUCATION AND EXPERIENCE:Any combination equivalent to: graduation from high school supplemented by college-level course work in business secretarial science or related field and six years of increasingly responsible secretarial and clerical school office experience involving public contactLICENSES AND OTHER REQUIREMENTS:Valid First Aid and CPR certification issued by an authorized agency preferredSome incumbents in this classification may be required to speak read and write in a designated second languageWorking Conditions and Additional InformationENVIRONMENT:Office environmentConstant interruptionsPHYSICAL DEMANDS:Dexterity of hands and fingers to operate a computer keyboardHearing and speaking to exchange information in person and on the telephoneSitting or standing for extended periods of timeSeeing to read a variety of materialsBending at the waist or kneeling to file or retrieve materialsHAZARDS:Contact with dissatisfied or abusive individuals Exposure to blood-borne pathogens and infectious diseasesExposure to illness and contagious conditions (e.g. head lice chicken pox and flu)EXAMINATION INFORMATION:The first step in the examination process is the application screening and whether or not the candidate meets the minimum qualifications listed.The testing process may consist of a written exam; an oral exam; a performance exam; a structured interview (SI); a qualification appraisal interview (QAI); an evaluation of training & experience/education (T&E) and/or any combination thereof.ONLY the No Child Left Behind (NCLB) test requires and is mandated to have a passing score of 70 on each of the three parts of the test.All other tests will have a passing score set between 50 and 99 depending of a variety of factors affecting that specific recruitment. All candidates must pass the first examination process to be invited to the next step/test in the process.As the testing process consists of a minimum of two examination processes; the weight of each those processes may be determined at any step in the processes.Qualified candidates will be notified of the date time and place of the examination(s)/test(s).Candidates will be notified of the minimum pass points/test score for each examination and/or test in the examination process. OTHER: Proof of identification for completion of Form I-9 Employment Eligibility Verification must be submitted at the time of processing for employment.SALARIES: All salaries as stated are based on present information and are subject to change. Appointments are made at the minimum salary shown in the posting and increases are granted at intervals based on anniversary date.Notification of Non-Discrimination PolicyThe Berkeley Unified School District is committed to fostering a positive working environment for its employees. Accordingly BUSD practices shall be free from discrimination harassment intimidation and bullying of any employee based on an employees actual race color ancestry national origin ethnic group identification age religion marital status physical or mental disability sex sexual orientation gender gender identity or gender expression; the perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics.The Board also prohibits retaliation against any district employee or job applicant who complains testies or in any way participates in the districts complaint procedures instituted pursuant to this policy.The following employee has been designated to handle questions and complaints of alleged discrimination regarding Board Policy 4030:Compliance Officer and Title IX Coordinator2020 Bonar Street Room 116Berkeley CA 94702Phone: Email: Key Skills Generator,Accomodation,Football,Advertising,Architectural Design Employment Type : Unclear Experience: years Vacancy: 1 Monthly Salary Salary: 5807 - 7077