Intermediate Office Assistant - Bilingual Spanish

The classification specification does not describe all duties performed by all incumbents within the class. This summary provides examples of typical tasks performed in this classification.

• Perform a variety of general and varied clerical duties in support of an assigned school District office or program; type letters memoranda contracts minutes agenda items bulletins newsletters reports requisitions or other materials from detailed or rough copy; compose routine correspondence; proofread completed typing assignments.E
• Serve as receptionist and answer telephones; take messages and provide information related to office programs schedules activities policies procedures and other information as requested; direct calls to appropriate personnel; greet and assist visitors; assist visitors with proper completion of forms and documents. E
• Communicate with other departments schools parents District staff and outside organizations regarding office operations activities supplies policies and procedures and student information; prepare and coordinate administrative schedules and calendars as directed. E
• Receive sort and distribute incoming mail; post notices and distribute flyers and informational posters; assist in the preparation and dissemination of materials and information to the public parents and staff regarding various events and programs. E
• Sort and file materials according to established procedures; establish maintain and purge records logs inventories and various files; input information into computerized databases and generate reports and lists; duplicate collate staple bind laminate and distribute various materials.E
• Inventory order receive store and distribute office classroom and school supplies materials and equipment; process and route orders according to established procedures; follow-up with vendors concerning missing or incorrect orders. E
• Collect and compile information documents and data from files and records to be included in reports and files; prepare graphic presentations and charts as assigned. E
• Administer routine first aid to students and staff as assigned by the position; dispense medication according to physician instructions and District policy; prepare and maintain related records; notify parents of ill or injured students as needed. E
• Receive monies and make deposits in accordance with established procedures; maintain related financial records; monitor expenditures and budgets as assigned by the position. E
• Receive employee absence calls; prepare related forms and lists; fill vacancies according to established procedures; notify sites and administrators that substitute workers have been assigned. E
• Operate a variety of office equipment including a copier fax machine calculator typewriter and a computer; arrange for repairs of equipment as directed. E
• Schedule appointments for employees to take identification badge pictures; take photographs and prepare badges; send out badges to employees. E
• Assist in organizing field trips special events orientations assemblies meetings and staff development trainings. E
• Train and provide work direction to new employees and student assistants as assigned; prepare and post work schedules; prepare time sheets or assist with recording and computing employee time sheets as assigned. E
• Assist other departments and secretarial staff as assigned. E
• Assist with health screening procedures at school sites as assigned by the position; record results. E
• Perform related duties as assigned.

Knowledge of:

Modern office practices procedures and equipment.
Operation of a computer and assigned software.
Record-keeping and filing techniques.
Telephone techniques and etiquette.
Proper methods of storing equipment materials and supplies.
Basic first aid.
Correct English usage grammar spelling punctuation and vocabulary.
Oral and written communication skills.
Interpersonal skills using tact patience and courtesy.
Basic math.

Ability to:

Perform a variety of clerical duties in support of an assigned school District office or
program.
Communicate effectively with students parents staff and administration.
Learn interpret and explain applicable laws codes rules regulations policies and
procedures.
Learn District organization operations policies and objectives.
Answer telephones and greet the public courteously.
Maintain records and files.
Understand and follow oral and written directions.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and time lines.
Receive sort and distribute mail.
Administer routine first aid.
Add subtract multiply and divide quickly and accurately.
Operate a variety of office equipment including a computer and assigned software.
Complete work with many interruptions.

Education and Training:

Graduation from high school or equivalent.

Experience:

One year of clerical experience involving public contact.

Or

One year of experience as an Office Assistant or School Support Assistant with the Long Beach Unified School District.

Any other combination of training and/or experience that could likely provide the desired skills knowledge or abilities may be considered.

Positions in the Intermediate Office Assistant - BL Spanish classification require the ability to communicate effectively both orally and in writing in Spanish. Applicants must successfully pass the Districts bilingual/biliterate test.

Some positions in this classification may require the use of a personal automobile and possession of a valid California drivers license.

SELF-CERTIFICATION OF TYPING/KEYBOARDING SKILLS:

This classification requires that incumbents be skilled in typing/keyboarding at a minimum of 35 words per minute. A typing test will not be given. Incumbents must certify in writing that they have such skills at the time of appointment to this class. Demonstrated proficiency will be expected during the probationary period for the class.

Nondiscrimination Statement: The Long Beach Unified School District prohibits unlawful discrimination harassment (including sexual harassment) intimidation or bullying targeted at any student or employee by anyone based on the student or employees actual or perceived race color ancestry nationality national origin immigration status ethnic group identification ethnicity age religion marital status pregnancy and related conditions parental status physical or mental disability medical condition sex sexual orientation gender gender identity gender expression or genetic information or association with a person or group with one or more of these actual or perceived characteristics.

For questions or complaints contact Equity Compliance Officer: Steve Rockenbach Director of Employee Relations 1515 Hughes Way Long Beach CA 90815 and Title IX Coordinator: Kimberly Dalton Director of Human Resource Services 1515 Hughes Way Long Beach CA 90815 and 504 Coordinator: Jenny R. Acosta Program Administrator 2221 Argonne Ave LB 90815 .

If you have questions regarding your applications or the recruitment process you may contact: or .

SELECTION PROCEDURE:

The examination process for this recruitment may be comprised of one or any combination of the following: screening of the applicants training background and experience; evaluation of responses on a supplemental application; written examination(s); qualifications appraisal oral examination; performance examination; or technical oral examination scored on a job-related basis. Only the most highly qualified candidates will be invited to continue in the examination process. Successful candidates who pass all parts of the examination process will be placed on the eligibility list in order of their relative merit as determined by these competitive examinations.