Office Assistant

Description --------------- JOB APPLICATION PERIOD: 8/21/2026 \- 9/3/2026 AT 4:00 PM (PST) OR UNTIL THE FIRST 200 APPLICATIONS ARE RECEIVED POSITION INFORMATION: This is a Open Competitive recruitment to establish an eligibility list, in order to fill current and future vacancies. Incumbents in this classification are expected to work full\-time and part time vacancies ranging from 10 to 12 school months. Duration of eligibility list: Successful candidates will be placed on the eligibility list that will remain valid for six months from the date of approval by the Personnel Commission. GENERAL PURPOSE Under supervision, performs a wide variety of routine, reception, data\-entry, records\-management, customer\-service, and office\-support duties in a school site, Personnel Commission, human resources, administrative, or other District office; and performs related duties as assigned. DISTINGUISHING CHARACTERISTICS Office Assistants perform routine clerical, reception, data\-entry, records\-management, customer\-service, and office\-support duties in an assigned school site, Personnel Commission, human resources, administrative, or other District office. Incumbents apply basic knowledge of office practices, District procedures, and assigned\-area functions to complete established tasks, respond to routine inquiries, maintain records, and solve routine problems. Office Assistant is distinguished from Senior Office Assistant in that incumbents in the former class perform routine clerical and office\-support duties under supervision. Incumbents in the latter class perform more difficult, specialized, and moderately complex clerical and records\-management functions, requiring greater familiarity with District and Personnel Commission functions, policies, and procedures, and greater use of judgment gained through experience. Duties ---------- The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. Answers, screens, and routes telephone calls; takes and distributes messages; greets and directs visitors; assists students, parents, staff, applicants, employees, and members of the public in person, by telephone, and electronically; responds to routine questions and provides general school, program, department, human resources, or Personnel Commission information; assists with forms, appointments, check\-ins, registrations, and routine paperwork; in a school\-site assignment, may assist with enrollment and registration, visitor check\-in, substitute information, student attendance and office forms, parent contact regarding absences and truancies, and basic first aid as needed; may provide interpretation or translation assistance for non\-English\-speaking visitors as assigned. Opens, time\-stamps, and distributes office mail; stuffs, sorts, and prepares outgoing mail for pickup; assists in the preparation of large mailings; retrieves, delivers, and sends faxes and e\-mails; distributes notices and other related documents. Copies, compiles, collates, laminates, distributes, scans, and shreds various documents and materials, including large duplication orders; prepares presentation, meetings, and office materials. Operates a computer and other standard office equipment and performs data entry and routine keyboarding, word\-processing, and related tasks; updates electronic records, databases, and files; generates routine documents, forms, and reports from established formats. Maintains and updates a variety of student, staff, applicant, employee, program, and department records, databases, logs, and files; enters and verifies information in manual and electronic records systems; retrieves, generates, and distributes routine records, reports, and documents as assigned. Sorts, files, maintains, retrieves, duplicates, scans, and distributes a wide variety of District and Personnel Commission records and documents; creates, labels, and maintains physical and electronic files and folders; assists with organizing, archiving, transferring, and requesting physical and electronic records in accordance with established procedures. Performs routine ordering, receiving, sorting, inventorying, and distributing of office supplies, instructional materials, forms, equipment, and other assigned materials; prepares routine purchase requisitions and related documents; receives and records fees or payments and prepares receipts as assigned; maintains basic inventory records in accordance with established procedures. Schedules and confirms routine appointments, including applicant, employee, and new employee appointments, meetings, conferences, and office activities; types, formats, prepares, and distributes routine notices, agendas, forms, packets, sign\-in sheets, and related materials from established formats and as directed. OTHER DUTIES Depending on area of assignment, including school site, Nutrition Services, Personnel Commission, human resources, administrative, or other District offices, incumbents may perform the following additional duties: Assists Nutrition Services staff with routine meal\-program clerical duties; enters or verifies meal\-service information; issues or assists with student meal identifiers as assigned; assists students, parents, staff, and the public with routine meal\-program questions; receives, records, and accounts for payments or related documentation as assigned; prepares routine records and reports in accordance with established procedures. Assists with routine student testing and assessment activities as assigned; prepares and organizes testing materials; assists with student check\-in and directions; records, enters, or distributes test scores and related information in accordance with established procedures. In a school\-site assignment, provides routine supervision of students in office or designated areas; assists with monitoring students during nutrition breaks, passing periods, or other brief periods, as assigned. Issues, tracks, and maintains routine records of assigned keys, parking permits, identification materials, equipment, or similar items in accordance with established procedures. Collects, receives, organizes, and forwards paper or electronic time reports, absence forms, and related payroll documents for designated staff in accordance with established procedures. Takes or assists with photographs for student, employee, visitor, or identification records and cards as assigned. May provide routine work direction and training to student workers., volunteers, or temporary helpers as assigned. May assist with the switchboard as needed. Qualifications ------------------ MINIMUM QUALIFICATIONS Knowledge of: Office administration practices and procedures. Correct English usage, including spelling, grammar and punctuation. District and Personnel Commission rules, policies and procedures applicable to assigned areas of work. Record keeping and filing practices and procedures., including physical and electronic records. Basic uses and operations of computers, standard office software, e\-mail, and electronic records systems. Ability to: Operate a computer and other standard office equipment. using standard office software, e\-mail, and electronic records systems for routine tasks. Organize and maintain physical and electronic office files. Communicate clearly and effectively, orally and in writing, in English and a designated second language as needed. Understand and follow written and oral instructions. Learn and apply new information and skills. Use tact, discretion and courtesy in dealing with sensitive or confidential situations. Establish and maintain effective working relationships with District and Personnel Commission administrators, staff, parents, students, applicants, employees, and others encountered in the course of work. Education, Training, and Experience: Graduation from high school or G.E.D. equivalent. One (1\) year of office administrative, secretarial, clerical support, or comparable experience, such as service on Personnel Commission staff or as a Personnel Commissioner. Or some combination of education, training and experience that produces the requisite knowledge and ability. Licenses; Certificates; Special Requirements: Some positions in this class may be required to use a second designated language. PHYSICAL AND MENTAL DEMANDS Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depend, in part, on the specific requirements for the job, the limitations related to disability and the ability of the hiring bureau to accommodate the limitation. SPECIAL NOTE This class description is not a complete statement of essential functions, responsibilities, or requirements. Entrance requirements are representative of the minimum level of knowledge, skill, and/or ability. To the extent permitted by law, management retains the discretion to add or change typical duties of a position at any time, provided such addition or change is reasonably related to existing duties. Examination Information --------------------------- Examination Information*: After the evaluation of minimum qualifications, examination parts for this recruitment may include, but are not limited to the following: scored supplemental questionnaire, written exam, performance exam, oral appraisal interview, physical ability test, oral presentation, project assignment, etc. Applicants must submit a full application, including proof of Education (copies of degree, academic official or unofficial transcripts). Failure to attach any of the required documents will result in disqualification from this recruitment. The Personnel Commission reserves the right to change, alter, cancel, add or modify examination parts, as well as weights and dates.