HAYWARD UNIFIED SCHOOL DISTRICT CLASS TITLE: OFFICE SPECIALIST BASIC FUNCTION: Under the direction of an assigned supervisor, perform specialized secretarial and clerical support duties involving frequent and responsible public contacts requiring an understanding of a process or functional area at an assigned District office or program; greet and assist visitors; assist in assuring smooth and efficient office operations. REPRESENTATIVE DUTIES: ESSENTIAL DUTIES: Perform specialized secretarial and clerical support duties involving frequent and responsible public contacts requiring an understanding of a process or functional area at an assigned District office or program; assist in assuring smooth and efficient office operations. 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. Greet and assist visitors; initiate and receive telephone calls; screen and route calls; take and relay messages; explain office or program policies and procedures; provide technical information concerning policies and procedures of assigned program or office according to established guidelines; resolve issues as appropriate. Establish and maintain various office and departmental records and files; purge records and files in accordance with established procedures. Communicate with other departments, District staff and outside organizations regarding office operations, activities, policies and procedures and student information; prepare and coordinate administrative schedules and calendars; make travel arrangements as assigned. Input a wide variety of information into computerized database 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. Receive monies and make deposits in accordance with established procedures; maintain related financial 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. Receive employee absence calls from District sites; prepare related forms and lists; fill vacancies according to established procedures; notify sites that substitute workers have been assigned. Inventory, order, receive, store and distribute office and departmental supplies, materials and equipment; follow-up with vendors concerning missing or incorrect orders; tabulate, duplicate and forward invoices to appropriate departments. 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. Collect and compile information, documents and data from files and records to be included in reports and files; prepare graphic presentations and charts as requested. Operate a variety of office equipment including a copier, fax machine, calculator, typewriter and a computer; arrange for repairs of equipment as directed. Train and provide work direction and guidance to assigned staff; prepare time sheets and assist with recording and computing employee time sheets. OTHER DUTIES: Assist in monitoring workload and in determining work priorities; orient new hires and answer procedural questions. Assist in the organization of in-service trainings for District staff; prepare related materials. Take, transcribe and distribute minutes of meetings as directed. Provide clerical assistance to other departments and secretarial staff as necessary. Perform other duties, related to the job, as assigned. KNOWLEDGE AND ABILITIES: 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. Oral and written communication skills. Basic budgeting practices regarding monitoring and control. District organization, operations, policies and objectives. Basic math. ABILITY TO: Perform specialized secretarial and 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. Compose correspondence and written materials independently. Compile, assemble, verify and prepare data for records and reports. 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. Type at 50 words per minute from clear copy. Determine appropriate action within clearly defined guidelines. 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 EXPERIENCE: Any combination equivalent to: graduation from high school and two years of responsible clerical experience involving public contact. WORKING CONDITIONS: ENVIRONMENT: Office environment. Constant interruptions. PHYSICAL DEMANDS: Dexterity of hands and fingers to operate a computer keyboard. Seeing to read a variety of materials. Hearing and speaking to exchange information in person and on the telephone. Sitting for extended periods of time. Bending at the waist, kneeling or crouching to file materials.