Senior Office Assistant

Salary: $25.99 - $32.19 Hourly

Location : Within the boundaries of the Long Beach Unified School District, CA

Job Type: Full-Time, 12 months

Job Number: 25-0080-0677

Department: Maintenance Branch

Opening Date: 09/18/2024

Closing Date: 10/8/2024 4:30 PM Pacific

Job Summary

Please note:

All applications must be submitted online. If you would like application assistance our office hours are Monday through Friday from 8:00 am to 4:30 pm. Our office is located at 4400 Ladoga Ave., Lakewood, CA 90713.

All notices for this recruitment will be sent via email.

Tentative: in-person testing may take place on October 23rd or October 24th at the Personnel Commission office.

Under the direction of an assigned supervisor, perform complex and varied clerical support duties involving frequent and responsible public contacts requiring an understanding of a process or functional area at an assigned school, District office or program; greet and assist visitors; assist in assuring smooth and efficient office operations; perform related duties as assigned.
Examples of Duties

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

• Perform complex and varied clerical support duties involving frequent and responsible public contacts requiring an understanding of a process or functional area at an assigned school, District office or program. E
• Compose correspondence independently or from oral instructions; type letters, reports, memoranda, contracts, legal documents, agendas, records, requisitions and other materials from straight copy, rough drafts or oral instructions, including materials of a confidential nature; review, proofread and verify accuracy of documents. E
• Initiate and receive telephone calls; screen and route calls; take and relay messages; explain school, office or program policies and procedures; provide technical information concerning policies and procedures of assigned program, school or office according to established guidelines; resolve issues as appropriate. E
• Establish and maintain various school, office and departmental records, logs and files for functions such as counseling, registration, testing, graduation, immunization, health, transportation, food services, purchasing, attendance and testing. E
• Communicate with other departments, schools, parents, District staff and outside organizations regarding office operations, activities, supplies, policies and procedures and student information; prepare and coordinate administrative schedules and calendars; make travel arrangements as assigned. E
• Input a wide variety of information into computerized databases and generate a variety of reports and lists; assure the timely distribution and receipt of a variety of records and reports; request or provide information as necessary to assure completeness and accuracy; maintain rosters, schedules and activity calendars as assigned. E
• Receive monies and make deposits in accordance with established procedures; maintain related financial and statistical records; monitor expenditures and budgets as assigned by the position; research and prepare purchase requisitions, requests for services, contract and hourly additional funding; submit appropriation transfers. E
• Receive employee absence calls; prepare related forms and lists; fill vacancies according to established procedures; notify sites that substitute workers have been assigned. E
• Sort and file materials according to established procedures; establish, maintain and purge records, logs, inventories and various files. E
• Inventory, order, receive, store and distribute office, classroom, school and departmental supplies, materials and equipment; follow-up with vendors concerning missing or incorrect orders; tabulate, duplicate and forward invoices to appropriate departments. E
• Receive equipment repair and work orders from school and District offices; prioritize and assign requests; process and route orders according to established procedures; maintain related records. E
• Collect and compile information, documents and data from files and records to be included in reports and files; prepare graphic presentations and charts as assigned. E
• Operate a variety of office equipment including a copier, fax machine, calculator, typewriter and a computer; arrange for repairs of equipment as directed. E
• Train and provide work direction and guidance to clerical staff; participate in the hiring and evaluation process as requested; prepare time sheets or assist with recording and computing employee time sheets as assigned. E
• Administer routine first aid to students and staff as assigned by the position; dispense medication according to physician instructions and District policy; prepare and maintain related records; notify parents of ill or injured students as needed. E
• Receive, route and distribute mail; assist with preparing materials; duplicate, collate, staple, bind and laminate various materials; distribute materials as assigned. E
• Assist in monitoring workload and in determining work priorities; orient new hires and answer procedural questions; build teams to complete special projects as directed. E
• Assist in the organization of in-service trainings for District staff; prepare related materials. E
• Take, transcribe and distribute minutes of meetings as directed. E
• Provide clerical assistance to other departments and secretarial staff as necessary.
• Perform related 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.

Employment Standards

Knowledge of:
Modern office practices, procedures and equipment.
Operation of a computer and assigned software.
Record-keeping and filing techniques.
Telephone techniques and etiquette.
Report preparation techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Interpersonal skills using tact, patience and courtesy.
Applicable laws, codes rules and regulations related to assigned activities.
Principles of training and providing work direction.
Oral and written communication skills.
Basic budgeting practices regarding monitoring and control.
District organization, operations, policies and objectives.
Proper methods of storing equipment, materials and supplies.
Basic first aid.
Basic math.

Ability to:
Perform complex and varied clerical support duties.
Communicate effectively with students, parents, staff and administration.
Interpret and explain applicable laws, codes, rules, regulations, policies and procedures.
Answer telephones and greet the public courteously.
Maintain records and files.
Compile, assemble, verify and prepare data for records and reports.
Train and provide work direction to others.
Understand and follow oral and written directions.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and time lines.
Plan and organize work.
Determine appropriate action within clearly defined guidelines.
Compose correspondence and written materials independently.
Receive, sort and distribute mail.
Administer routine first aid.
Add, subtract, multiply and divide quickly and accurately.
Operate a variety of office equipment including a computer and assigned software.
Work independently with little direction.
Complete work with many interruptions.

Education and Training:

Graduation from high school.

Experience:

Either two years of clerical experience involving public contact or one year of experience at the level of Intermediate Office Assistant.

Any other combination of training and/or experience that could likely provide the desired skills, knowledge or abilities may be considered

Special Requirements

Positions in the Senior Office Assistant - BL Spanish classification require the ability to communicate effectively, both orally and in writing, in Spanish. Applicants must successfully pass the District's bilingual/biliterate test..

Some positions in this classification may require the use of a personal automobile and possession of a valid California driver's license.

SELF-CERTIFICATION OF TYPING/KEYBOARDING SKILLS:

This classification requires that incumbents be skilled in typing/keyboarding at a minimum of 35 words per minute. A typing test will not be given. Incumbents must certify in writing that they have such skills at the time of appointment to this class. Demonstrated proficiency will be expected during the probationary period for the class.

The Long Beach Unified School District prohibits unlawful discrimination, harassment (including sexual harassment), intimidation, or bullying, targeted at any student or employee by anyone, based on the student or employees actual or perceived race, color, ancestry, nationality, national origin, immigration status, ethnic group identification, ethnicity, age, religion, marital status, pregnancy and related conditions, parental status, physical or mental disability, medical condition, sex, sexual orientation, gender, gender identity, gender expression, or genetic information, or association with a person or group with one or more of these actual or perceived characteristics.

For questions or complaints, contact Equity Compliance Officer: Steve Rockenbach, Director of Employee Relations,1515 Hughes Way, Long Beach, CA 90815, 562-997-8220, and Title IX Coordinator: Kimberly Dalton, Director of Human Resource Services, 1515 Hughes Way, Long Beach, CA 90815, 562-997-8108, and 504 Coordinator: Jenny R. Acosta, Program Administrator, 2221 Argonne Ave, LB 90815, 562-986-6870, SELECTION PROCEDURE: The examination process for this recruitment may be comprised of one or any combination of the following: screening of the applicant's training, background, and experience; scored evaluation of responses on a supplemental application; written examination(s); qualifications appraisal oral examination; performance examination; or technical oral examination, scored on a job-related basis. Only the most highly qualified candidates will be invited to continue in the examination process. Successful candidates who pass all parts of the examination process will be placed on the eligibility list in order of their relative merit as determined by these competitive examinations

The District provides excellent medical, dental, vision and life insurance benefits as well as an income protection plan for eligible Classified employees.

For more information regarding health benefits please visit:

Classified employees earn paid vacation at the initial rate of 14 days for full-time 12 month employees (.055 hour for each hour worked) and receive increases after 5, 10, and 15 years of service for a total of 21 days after 15 years.

12 month Classified employees earn 13 working days of sick leave each year which are accumulated indefinitely. Employees of other California school districts who have accrued sick leave may transfer it to LBUSD in accordance with the California Education Code.

12 month Classified employees receive 14 paid holidays per year.

01

Completion of the following supplemental questions is required of all applicants. This is considered a test component in the examination process. An evaluation of candidates' responses will be made by a screening panel following the application deadline. A limited number of candidates who best meet the needs of the District will be invited to continue in the examination process. It is important that your responses are clear and concise. Responses that are incomplete or unclear will not receive credit. Your Work Experience in the application must also include all of your recent and relevant experience in order for your application and supplemental to be considered. For those questions to which you have no response, please indicate "no response".DO NOT refer the reader to your resume. A resume will not be accepted in lieu of completion of the required application or supplemental materials. Please answer by selecting "Yes" as confirmation that you read these instructions.

• Yes, I have read the instructions.

02

This position requires graduation from high school or equivalent. Do you meet this education and training requirement?

• Yes
• No

03

This position requires either:- Two years of clerical experience involving public contact OR- One year of experience at the level of Intermediate Office Assistant with the Long Beach Unified School District.Please select your qualifying experience.(This experience MUST be reflected in your application and work experience. Failure to provide this information clearly may disqualify you from moving forward with this recruitment)

• Two years or more of clerical experience involving public contact
• One year or more of experience at the level of Intermediate Office Assistant with the Long Beach Unified School District
• Less than the required experience, willing to learn

04

Some positions in this classification may require the use of a personal automobile and possession of a valid California driver's license. Are you able to meet this requirement?

• Yes
• No

05

Are you willing to deal with parents, staff, administrators, students and the public, in a patient, cooperative, tactful and friendly manner, showing discretion and sensitivity to their needs?

• Yes
• No

06

Are you willing to handle unpleasant, difficult and argumentative people that you may come personally in contact with working in receptionist or other duties?

• Yes
• No

07

Are you willing to perform monotonous, routine and repetitive work, over and over again, such as filing, making packets of materials while remaining motivated and enthusiastic?

• Yes
• No

08

Working environment may include potential for contact with blood and other bodily fluids and exposure to bloodborne pathogens and communicable diseases. Are you willing and able to work in this environment?

• Yes
• No

09

This position requires typing/keyboarding skills at a minimum of 35 words per minute with minimal errors (i.e. 0 - 7 errors). Please indicate your typing speed in the space below:

10

If appointed, I understand demonstrated proficiency will be expected during the probationary period. Failure to meet the minimum required typing skills will result in disciplinary action up to and including dismissal.

• Yes, I understand that demonstrated proficiency will be expected during the probationary period.
• No, I do not meet the demonstrated proficiency that will be expected during the probationary period.

11

Please certify that you have reviewed your work experience and supplemental section for completeness and accuracy, ensuring that all relevant work experience is reflected. (This experience MUST be reflected in your application and work experience. Failure to provide this information clearly may disqualify you from moving forward with this recruitment.)

• I certify that my application is complete and accurate

12

PLEASE NOTE: All notifications will be sent via email.Applicants must check their emails on a regular basis to find out their status on an application. Emails we send may be caught by spam filters and it is the responsibility of the applicant to check their spam/junk folder.

• I am aware I must check my emails, including spam/junk folder, on a regular basis to find out the status of my application. All notifications will be sent via email.

13

I understand that exam segments may be conducted online and may require access to a computer with an internet connection and Google Chrome or Firefox browsers. The exam components may also require access to a computer, smart phone, or tablet with internet connection and a video recording device. I understand that it is my responsibility to contact Personnel Commission immediately proceeding the exam invitation requiring such devices if I do not have access to the required technology.

• Yes, I understand

Required Question