Basic Function and Representative Duties

BASIC FUNCTION:

Under the direction of an assigned supervisor, perform a variety of clerical and administrative support duties to relieve the administrator of administrative and clerical detail; coordinate the flow of communications and information for the administrator; prepare and maintain a variety of manual and automated records and reports related to assigned activities.

DISTINGUISHING CHARACTERISTICS:

The Administrative Assistant I classification provides primary support to a manager of a program or secondary support to higher-level administrators.

The Administrative Assistant II classification performs varied and responsible administrative assistant duties requiring thorough understanding of a program or functional area. Incumbents provide primary administrative support to a manager of a large program or director of a small department.

The Administrative Assistant III classification provides primary and complex administrative support to a large District-wide program or multiple District-wide programs of a complex nature. Incumbents require thorough knowledge of organizational operations, policies and procedures and assigned department or programs.

REPRESENTATIVE DUTIES:

ESSENTIAL DUTIES:

• Perform a variety of clerical and administrative support duties to relieve the administrator of administrative and clerical detail; assist in assuring smooth and efficient office operations; coordinate flow of communications and information for the administrator

• Serve as administrative support to the assigned administrator; perform public relations and communication services for the administrator; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences and other events

• Receive visitors, including administrators, staff, parents and the public and provide information or direct to appropriate personnel; respond to inquiries and provide information and assistance related to office or program operations, activities, policies and procedures

• Compile information and prepare and maintain a variety of records, logs and reports related to programs, students, financial activity, budgets, attendance, staff and assigned duties; establish and maintain filing systems; review, revise, verify and proofread a variety of documents

• Input a variety of data into an assigned computer system; establish and maintain automated records and files; initiate queries and generate various computerized lists and reports as requested; assure accuracy of input and output data

• Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, memoranda, bulletins, agenda items, labels, fliers, requisitions, handbooks, newsletters, brochures, certificates and other materials

• Research, compile and verify a variety of data and information; compute statistical information for various reports as necessary; process a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed

• Coordinate, schedule and attend a variety of meetings; prepare and send out notices of meetings; compile and prepare agenda items and other required information for meetings, workshops and other events; set up supplies for meetings; take, transcribe and distribute minutes as directed

• Communicate with personnel and various outside agencies to exchange information and resolve issues or concerns

• Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software

• Receive, sort and distribute mail; receive and respond to e-mails; prepare and distribute informational packets and bulk mailings as directed

• Monitor inventory levels of office and designated supplies as assigned by the position; order, receive and maintain appropriate levels of inventory as required; process purchase orders and invoices as assigned

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

General terminology, practices and procedures of assigned office

Record-keeping and filing techniques

Business letter and report writing, editing and proofreading

Telephone techniques and etiquette

Correct English usage, grammar, spelling, punctuation and vocabulary

Principles and practices of data processing

Interpersonal skills using tact, patience and professionalism

Operation of a computer and assigned software

Oral and written communication skills

Methods of collecting and organizing data and information

Mathematic calculations

ABILITY TO:

Perform a variety of clerical and administrative support duties to relieve the administrator of administrative and clerical detail

Coordinate flow of communications and information for the administrator

Assist in assuring smooth and efficient office operations

Compose correspondence and written materials independently or from oral instructions

Perform a variety of clerical accounting duties in support of assigned department or program

Keyboard or input data at an acceptable rate of speed

Answer telephones and greet the public professionally

Complete work with many interruptions

Compile and verify data and prepare reports

Maintain a variety of records, logs and files

Utilize a computer to input data, maintain automated records and generate computerized reports

Establish and maintain cooperative and effective working relationships with others

Meet schedules and time lines

Work independently with little direction

Communicate effectively both orally and in writing

Add, subtract, multiply and divide with speed and accuracy

Education, Experience and Other Requirements

Any combination equivalent to: graduation from high school supplemented by college-level course work in secretarial science or related field and four years of clerical or administrative support experience involving frequent public contact

Working Conditions and Additional Information

WORKING CONDITIONS:

ENVIRONMENT:

Office environment

Constant interruptions

PHYSICAL DEMANDS:

Hearing and speaking to exchange information in person or on the telephone

Dexterity of hands and fingers to operate a computer keyboard

Seeing to read a variety of materials

Sitting or standing for extended periods of time

Bending at the waist, or kneeling to file and retrieve materials

EXAMINATION INFORMATION:

This is an open and continuous recruitment. This recruitment will have a cut-off date every 90 days.

Cutoff dates for this recruitment will take place yearly on:

Feb 1, May 1, Aug 1, Nov 1.

Applications will be reviewed every 90 days, and applicants invited to advance in this recruitment will be scheduled to take the first test soon after the cutoff date, which may consist of a written, oral and/or performance examinations. Those who pass the first test will be invited to take the 2nd test. Results from the two exams will be tallied and that will determine placement on the eligibility list. The duration of the eligibility list is one year unless extended by the Personnel Commission. Exam locations, dates and times will be announced in the invite email. No Make-up dates will be offered.

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, testifies 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: 11/7/2024 11:59 PM Pacific

• 

• Berkeley Unified School District

• 5106448975

Show more