Description

APPLICANTS MUST PROVIDE ALL REQUIRED DOCUMENTS WITH A COMPLETED APPLICATION TO BE CONSIDERED

* INCOMPLETE APPLICATION PACKETS WILL NOT BE CONSIDERED

(Refer to the Job Experience and Education below for details)

Examples of Duties

ESSENTIAL JOB FUNCTIONS
• Coordinates the overall school and office activities and assists the Principal in administrative tasks 
• Greets and receives public, parents, students, vendors, etc. to respond to their inquiries and to direct them to appropriate personnel 
• Serves as a personal secretary to the principal and school/office management organizer to administration and staff  
• Acts as an administrative liaison to staff, parents, students, and the community 
• Prepares drafts and distributes correspondence and written materials to document activities and convey information  
• Schedules conferences, appointments and meetings to disseminate information to appropriate parties; calendars events, meetings and extra-curricular activities 
• Acts as site administrator for risk management, injuries, and accident reports for the Workers’ Compensation program 
• Receives, opens, prioritizes and distributes mail 
• Provides administrative assistance by receiving and responding to inquiries over the telephone or in person from parents, staff, District staff, students or the general public 
• May assist in health office with first aid and dispensing of medication as needed in accordance with District policies and regulations 
• Collects, compiles, organizes, and records a variety of data related to enrollment, attendance, personnel, payroll, budget, and student activities; prepares and maintains related logs and records and reports 
• Prepares time sheets, sub-billing for classified and certificated employees 
• Refers specific communications or correspondence to appropriate staff members for the gathering of data for the administrator's review 
• Assists in orienting substitute personnel, providing keys, and instructional materials 
• Oversees the registration, enrollment, release or transfer of students 
• Initiates follow-up activities to ensure that the operational time lines are met 
• Independently, or in accordance with general instructions, composes correspondence concerning a wide range of subjects requiring a thorough knowledge of policies, regulations, and operational procedures 
• Reviews the grammar, punctuation, and formatting of outgoing correspondence and other materials and ensures consistency with District policies, regulations, and operational procedures 
• Schedules and organizes the clerical functions of the office personnel, morning supervisors, noon aides, and office to which assigned 
• Acts as site administrator of multiple software (e.g., Google calendar, My Portal, AESOP, School Website, Marquee, etc.) 
• Oversees and maintains the site District Volunteer Program 
• Maintains accurate and current student emergency release information and oversees the release of students to authorized persons 
• Requisitions, orders and maintains an adequate inventory of supplies and instructional materials (e.g., warehouse and buyout orders, shared school-wide supplies, software, computers, furniture, consultant agreements, conferences, field trips, etc.) 
• Receives and checks in school deliveries; tracks deliveries to appropriate staff member 
• Prepares Board agenda items 
• Assists with budget planning and expenditure control; maintains budgets through Escape and at-a-glance spreadsheets for various budgets (e.g., General Fund, LCFF Supplemental, STEAMO, Donation Account, Educator Effectiveness Funds, camp fund, extra duty funds for department heads and coaching assignments, etc.) 
• Assists with the organization of morning- and noon-supervisors for special school projects 
• May take and transcribe notes pertaining to a wide variety of subject areas, including materials that may be of a privileged or sensitive nature (e.g., School Site Council meetings) 
• May collect and account for money associated with school activities according to established procedures 
• May assist in the scheduling of school facilities pertaining to civic center use and after-school programs 
• May administer routine First Aid and contact appropriate person and agency in event of serious illness or injury 
• Performs other duties related to the class as assigned 

JOB REQUIREMENTS – QUALIFICATIONS
Skills, Knowledge and/or Abilities Required:
• Operate modern office equipment including word processing and data processing equipment, automated record management and filing systems 
• Establish and maintain comprehensive and accurate files, records, and prepare concise and complete reports as required 
• Compose correspondence independently 
• Take notes and minutes related to meetings and correspondence 
• Make arithmetical calculations with speed and accuracy 
Knowledge of: 
• Methods and procedures for organizing and coordinating specialized clerical tasks 
• District organization, operations, policies and procedures 
• English usage, grammar, spelling, and punctuation 
• Methods and techniques for office management and organization 
• Basic first aid procedures and techniques 
• General business correspondence, report writing techniques and telephone etiquette
Ability to: 
• Learn, interpret, and apply legal mandates, policies, rules and regulations, and operational procedures pertaining to the District or individual school 
• Solve problems and operate independently with minimal direction 
• Understand and perform duties within scope of authority 
• Assume responsibility for routine administrative details 
• Train and provide direction to office staff 
• Plan, schedule and coordinate the clerical activities of the office 
• Assemble diverse data and prepare clear and concise reports, correspondence and related material 
• Communicate effectively both orally and in writing 
• Meet schedules and time lines 
• Answer routine questions as directed on behalf of supervisor 
• Work courteously and tactfully with co-workers, public and parents 
• Promote team building and a positive work environment 
• Adapt easily to work assignments, additional priorities, and new procedures 
• Receive constructive criticism and modify work appropriately 
• Suggest procedural improvements to supervisor as appropriate 
• Skillfully handle difficult situations using good judgment 
• Maintain high level of professionalism while keeping the needs of customers a top priority 
• Keyboard at an acceptable rate of speed

Typical Qualifications

EXPERIENCE AND EDUCATION REQUIREMENT
Experience:
Three (3) years of responsible and varied secretarial and clerical experience, including some experience in organizing and coordinating specialized clerical functions. Experience in an educational setting preferred. 
Education: 
Equivalent to the completion of High School, including or supplemented by coursework in computer applications, office management, data entry and output report development, or other related skill areas.

LICENSE AND/OR CERTIFICATE REQUIREMENT
• Possess and maintain a First Aid Certificate

Supplemental Information

PHYSICAL DEMANDS 
Persons performing service in this position classification will be expected to perform medium work, which involves lifting no more than 50 pounds at a time occasionally, and frequently lifting or carrying of objects weighing up to 25 pounds. The work may occasionally involve ascending stairs and ramps and involve sitting for extended periods of time. If someone can do medium work, it is deemed that he or she can also do sedentary and light work. (Per the Code of Federal Regulations – Section 404.1567 “Physical Exertion Requirements”) 

Reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job. 

APPLICATION AND SELECTION PROCESS:

• An employment application and job description can be obtained either ONLINE at www.wvusd.org or at the District Office.  If you need assistance, please call Daniel Palma, Human Resources Specialist at (909) 595-1261, ext. 31337.
• Permanent employees, who work in this classification and are interested in one of the current openings, may submit a Request to Transfer Form with the Division of Human Resources. Human Resources must receive the transfer request prior to the application deadline.
• When completing the work experience information on the application, please refer to the job requirements and qualifications, listed on the job description (a complete job description can be found on the website:  www.wvusd.org or at the District Office.). Describe in detail the job duties and responsibilities from ALL RELEVANT WORK EXPERIENCE which will QUALIFY you for this position. 
• Qualified applicants, who meet the minimum qualifications, will participate in a written examination and technical oral interview, which will demonstrate the required knowledge and skill for this classification. The weight percentage of the examination and interview will be 50/50. Those applicants who receive a passing score on the written exam and oral interview will be placed on an Eligibility List. The top three ranks of candidates on the Eligibility List, who are ready, willing and able to accept the position, will be invited to the Final Selection Interview with the hiring authority. 
• The eligibility list will be certified for a period of six months. It will be used to fill current substitute and future permanent openings.