HUMAN RESOURCES & SUPPORT SERVICES 5786 BP OFFICE ASSISTANT II Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. Definition To perform a variety of clerical functions in support to an assigned supervisor; to type documents, letters and memoranda; to provide information to the general public; and to perform a variety of clerical duties relative to assigned area of responsibility. Distinguishing Characteristics Incumbents in the Office Assistant III classification perform complex and diverse technical and clerical functions involving independent action within a specific area. Incumbents in the Office Assistant II classification perform more difficult and varied clerical and typing duties requiring basic knowledge of departmental procedures and precedents. Duties are performed under general supervision with only occasional instructions or assistance. The Office Assistant I classification are assigned routine and repetitive functions requiring minimal previous experience. Duties are generally performed with brief instructions and under direct supervision. The Clerical Assistant is the entry-level classification performing routine and very basic (filing and duplicating) functions. Supervision Received and Exercised Receives supervision from an assigned supervisor. Essential Function Statements Essential and other important responsibilities and duties may include, but are not limited to, the following: Essential Functions: 1. Assist in maintaining records for assigned programs; maintain records for other school or District activities and programs. 2. Assist with clerical duties related to school activities including classroom support, club and athletic activities and outside organization support; perform clerical duties for the assigned superior, classroom teachers and other staff members as directed; type letters, memoranda, bulletins, reports, schedules, lists, forms and other materials from straight copy or rough draft. 3. Maintain a variety of logs, records and files; maintain records of staff attendance and call substitutes as assigned; assure the timely duplication and distribution of a variety of records, reports and other materials as directed. 4. Distribute various forms and provide information and assistance to the public and staff regarding their completion. 5. Greet students and the public; provide routine information and direct inquiries to the appropriate person or office; answer telephones and take messages; make phone calls to request, provide or verify information as directed. 6. Maintain supply and material inventory of assigned area; order materials, equipment and supplies as directed. 7. Perform clerical work such as posting records, making arithmetic computations and securing information from clearly indicated sources; maintain records of monies received and spent. 8. Schedule appointments and meetings; maintain various schedules and calendars. 9. Assist other clerical or secretarial personnel as directed; assist in providing first aid as necessary to students according to established procedures. 10. Operate a personal computer and peripheral equipment, using modern software, including word processing and data input; operate a variety of modern office machines and equipment such as a typewriter, calculator, FAX and copier; sort and distribute mail. 11. For positions with bilingual designations, translate a variety of written materials from English to a second language and from that language into English; interpret and facilitate communication between staff and non-English speaking parents. 12. Perform related duties and responsibilities as required. Qualifications Knowledge of: · Modern office procedures, methods and equipment, including computers. · Principles and procedures of record keeping. · Appropriate terminology of assigned department. · English usage, grammar, spelling, punctuation and vocabulary. · District organization, operations, policies and objectives related to assigned function. · Pertinent Federal, State and local laws, codes and regulations. · Techniques of telephone etiquette. · Basic mathematical principles. Ability to: · Perform clerical work involving the use of independent judgment and personal initiative. · Make mathematical calculations quickly and accurately. · Work independently with minimal direction. · Operate a personal computer and peripheral equipment, using modern software; operate a variety of modern office machines and equipment such as a typewriter, calculator, FAX and copier. · Operate a keyboard at a corrected rate of 45 words per minute. · Provide information and assistance to parents, the general public and other staff members in a helpful, courteous and timely manner. · For positions designated bilingual, translate oral and written materials accurately and fluently in both English and the second language. · Maintain confidentiality of privileged information obtained in the course of work. · Communicate clearly and concisely, both orally and in writing. · Understand and follow oral and written directions. · Establish and maintain effective working relationships with those contacted in the course of work. · Understand, interpret rules and written directions and apply to specific situation. · Plan and organize work to meet schedules and time lines. · Lift 20 pounds. Experience and Training Guidelines Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Two years of increasingly responsible clerical experience. Training: Equivalent to the completion of the twelfth grade supplemented by clerical training. Working Conditions Environmental Conditions: Office environment; subject to frequent interruptions; exposure to computer screens; extensive use of computer and keyboard. Physical Conditions: Essential functions may require maintaining physical condition necessary for sitting, walking or standing for prolonged periods of time; near visual acuity to review written documentation; ability to hear and understand speech at normal room levels and on the telephone; manual dexterity to operate a telephone and keyboard; lift horizontally and vertically, bend and stoop. Oxnard School District Board Policy Adopted: May, 1987; Reclassification Study; September 23, 1986; Reclassification Study: June 25, 1998 Personnel Commission Approved: Reclassification Study: October 23, 1986; Revised: June 9, 1988; Reclassification Study: February 26, 1998 Back to Index