Basic Function and Representative Duties

(This position is Bilingual-Spanish, non-bilingual applicants should still apply for future openings)

BASIC FUNCTION:

Under the direction of an elementary, middle or alternative school principal, plan, organize and coordinate a wide variety of administrative and other office functions and activities related to the administration and operations at the school; serve as administrative support to the principal and coordinate communications between students, parents, staff and visitors; train, assign and coordinate the work of assigned school personnel.

DISTINGUISHING CHARACTERISTICS:

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 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 I classification supports a certificated administrator at a school and may serve as an office lead.

REPRESENTATIVE DUTIES:

ESSENTIAL DUTIES:
• Plan, organize and coordinate a wide variety of administrative and other office functions and activities related to the administration and operations at the school; assist in assuring smooth and efficient office operations; coordinate and organize office communications and information.

• Greet 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 procedures

• Assist 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 procedures

• Coordinate, 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 directed

• Participate in scheduling and coordinating various special events and other activities as assigned by the position

• Prepare 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;

• Collect and code timesheets according to information provided by the budget manager and submit timesheets to the budget manager for approval; route timesheets to appropriate department for approval and/or processing according to established timelines and procedures

• Monitor accuracy of student enrollment; add/drop/transfer students as needed; assign teachers and students to classes/sections;

• Clear student absences and correct student attendance based on telephone logs, emails and parental notes; prepare student attendance letters and generate student attendance reports
• Administer first aid according to established procedures as needed; log medications provided to the students; generate, update and distribute the health alert list to staff for students with food allergies and medical conditions

• Perform other activities in support of the assigned 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; participate in coordinating events such as graduation/promotion, picture days, mandated health screenings

• 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 assignments

• Input a variety of data into an assigned 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 data

• Compile 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; coordinate printing and distribution of report cards as assigned by the position; process and review various forms and applications as needed

• Receive, 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

• Operate a variety of office equipment including a calculator, copier, laminator, fax machine, computer and assigned software; operate a two-way radio as assigned.

• Communicate with staff and outside agencies to exchange information and resolve issues or concerns.

Monitor 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 processing
OTHER DUTIES:
Perform related duties as assigned

Knowledge and Abilities

KNOWLEDGE OF:
Modern office practices, procedures and equipment
Policies and objectives of assigned programs and activities
Attendance policies, guidelines and procedures
Record-keeping and report preparation techniques
Telephone techniques and etiquette
Correct English usage, grammar, spelling, punctuation and vocabulary
Business letter and report writing, editing and proofreading
Computer and assigned software
Methods of collecting and organizing data and information
Oral and written communication skills
Interpersonal skills using tact, patience and professionalism
Basic math
Basic first aid and CPR techniques

ABILITY 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
Answer telephones and greet the public professionally
Assist in assuring smooth and efficient office operations
Interpret, apply and explain applicable laws, codes, rules and regulations
Maintain records and prepare reports
Keyboard or input data at an acceptable rate of speed
Operate a variety of office equipment including a computer and assigned software applications and systems
Understand and follow oral and written directions
Establish and maintain cooperative and effective working relationships with others
Communicate effectively both orally and in writing
Compose correspondence and written materials independently or from oral instructions
Complete work with many interruptions
Meet schedules and timelines
Receive, sort and distribute mail
Add, subtract, multiply and divide quickly and accurately
Administer basic First aid and CPR as needed

Education, Experience and Other Requirements

EDUCATION AND EXPERIENCE:

Any combination equivalent to: graduation from high school supplemented by college-level course work in business, secretarial science or related field and five years of increasingly responsible secretarial and clerical school office experience involving public contact

LICENSES AND OTHER REQUIREMENTS:

Valid First Aid and CPR certification issued by an authorized agency preferred
Some incumbents in this classification may be required to speak, read and write in a designated second language

Working Conditions and Additional Information

ENVIRONMENT:
Office environment
Constant interruptions

PHYSICAL DEMANDS:
Dexterity of hands and fingers to operate a computer keyboard
Hearing and speaking to exchange information in person and on the telephone
Sitting or standing for extended periods of time
Seeing to read a variety of materials
Bending at the waist or kneeling to file or retrieve materials

HAZARDS:
Contact with dissatisfied or abusive individuals
Exposure to blood-borne pathogens and infectious diseases
Exposure to illness and contagious conditions (e.g., lice, chicken pox, flu)
OTHER: Proof of identification for completion of Form I-9, Employment Eligibility Verification, must be submitted at the time of processing for employment.

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 Policy
The 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 employee's 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, testi?es or in any way participates in the district's 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 Coordinator
2020 Bonar Street, Room 116
Berkeley, CA 94702
Phone: 510-486-9338
Email: nondiscrimination@berkeley.net

SALARIES: All salaries as stated are based on present information and are subject to change. Appointments are made at the minimum salary shown and increases are granted at intervals based on satisfactory service.

BENEFITS (FOR PERMANENT EMPLOYEES): Health plans provide for full coverage for employees and family in the area of medical and dental insurance to a negotiated maximum. All employees who work an average regular assignment of less than 5-1/2 hours a day (.72 FTE or less) shall be entitled to health insurance coverage and dental insurance coverage on a pro-rated basis. This position is covered by Social Security and may be eligible for California Public Employees Retirement System (CalPERS), with joint employee and employer paid contributions. Current members of CalPERS working in other California state, county, city, and school districts can transfer retirement service credit to the District. All employees are enrolled in an Employee Assistant Program (EAP). The District also offers various optional benefits including life insurance, short term disability, Vision Service Plan (VSP), and a medical and dependent care flexible spending option.

VACATION: Regular, non-management, District employees shall accrue vacation as follows:

1-3 Years: Ten (10) working days per year until he/she has completed four (4) years of service.

4-9 Years: Fifteen (15) working days per year until he/she has completed ten (10) years of service.

10-14 Years: Twenty (20) working days per year until he/she has completed fifteen (15) years of service.

15+ Years: Twenty-five (25) working days per year.

Regular twelve (12) month employees shall accrue two (2) additional days of vacation per year at each step indicated above.

HOLIDAYS: Annual employees receive seventeen (17) paid holidays per year:

Independence Day

Labor Day

Veterans' Day

Thanksgiving Holiday (3 Days)

Winter Board Holiday (3 Days)

New Year's Holiday (2 Days)

Martin Luther King's Birthday

Lincoln's Birthday

Washington's Birthday

Spring Board Holiday

Malcolm X's Birthday

Memorial Day

School Year employees may receive sixteen (16) paid holidays, including all of the above except Independence Day (4th of July).

PROFESSIONAL DEVELOPMENT: Classified employees may also participate in professional development activities to enhance their careers.

HEALTH AND CHARACTER INVESTIGATIONS:

Candidates selected for appointment may be required to pass a medical examination given by a Commission-designated physician to determine physical fitness for District employment. The Commission may disqualify any eligible candidates on the basis of the examining physician's report. The District also conducts a fingerprinting background check for all potential candidates for hire. All convictions must be declared and explained on the application; failure to do so will automatically disqualify the application. Tuberculosis tests must be completed and a negative result must be supplied prior to beginning work.

Closing Date/Time: 9/13/2024 11:59 PM Pacific

4,886

CA, California United States View Map