Administrative Assistant II

Job Description / Essential Elements :

DESCRIPTION : THE VACANCY, BASIC

FUNCTION, MINIMUM QUALIFICATIONS :

THE VACANCY :

The current vacancy will be supporting both our Public

Information Officer and our Director of Education

Technology. The location of this position at our District

Offices. This position is for 8 hours per day, 5 days

per week, 12 months per year. This assignment is

Open for public applicants and Promotional for District

employees.

Please apply online at

www.nmusd.us / jobs

Successful completion of a 5 minute typing exam at a net

minimum of 55 wpm will need to be turned in

by January 9th at 12pm (the day the application period

ends). If you have a verifiable typing test from another

government agency or a staffing firm, you should upload it

to your application, fax it to (714) 424-5038, or email it to

ccarter@nmusd.us

BASIC FUNCTION :

Under the direction of an assigned Director, perform a

variety of primary secretarial support functions of a

difficult and complex nature in a department of a large

District-wide function; train and provide work direction

and guidance to other clerical staff.

MINIMUM QUALIFICATIONS :

EDUCATION AND EXPERIENCE :

Any combination equivalent to : graduation from high

school including or supplemented by training in

business office management and four years of

increasingly responsible secretarial experience.

Strong technical and communication skills are

preferred.

JOB RESPONSIBILITIES :

REPRESENTATIVE DUTIES :

Communicate with a variety of District personnel, management, outside agencies and the public to exchange

information, resolve issues or concerns and coordinate activities. E

Serve as primary secretary to a Director of a large program or function assisting in the overall coordination of

functions headed by the Director; perform a variety of clerical and technical tasks and serve as liaison with other

District staff and the public. E

Type a variety of material including those of a confidential nature; transcribe minutes from meetings of a variety

of committees and groups. E

Compose, prepare and assemble materials such as routine correspondence and agenda items and research,

collect and compile statistical, financial, or other diverse and specialized information. E

Maintain budget information for the assigned department. E

Review and check documents for completeness, accuracy and conformance with applicable rules / regulations

and procedural requirements. E

Lead the work of office staff as assigned by the position; provide training, technical leadership and direction as

necessary; assure that established procedures are carried out efficiently; assist in setting work priorities and

assist in the preparation of performance evaluations; serve as a resource person for other district secretarial and

clerical staff. E

Coordinate and schedule appointments, arrange meetings and make travel arrangements; attend meetings as

assigned; screen visitors and phone calls. E

Maintain office equipment in proper working condition and arrange for repairs or supplies as needed.

Provide information where judgment, knowledge and interpretation of policies and regulations are necessary;

establish and maintain files containing information directly related to various State agencies as assigned.

Receive mail and identify and refer matters in order of priority.

Perform related duties as assigned.

WORKING CONDITIONS : ENVIRONMENT :

Office environment.

Constant interruptions.

PHYSICAL DEMANDS :

Dexterity of hands and fingers to operate a computer keyboard and other office equipment.

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

KNOWLEDGE AND ABILITIES :

KNOWLEDGE OF :

Principles and practices of training and providing work direction to others.

Operations, procedures, specific rules and precedents of assigned office.

Modern office practices, procedures and equipment.

Letter and report preparation techniques.

Data management, storage and retrieval systems.

Receptionist and telephone techniques and etiquette.

Correct English usage, grammar, spelling, punctuation and vocabulary.

Operation of office machines including computer equipment and assigned software.

Interpersonal skills including tact, patience and courtesy.

ABILITY TO :

Perform responsible clerical and secretarial work independently and effectively.

Compose correspondence and other narrative material.

Assemble and compile data / information and prepare reports.

Maintain complex files and records.

Understand, interpret and explain a variety of policies, procedures and technical written material and

information.

Operate a variety of office equipment including a computer, typewriter and dictation equipment.

Type and input data at a net corrected speed of 55words per minute.

Operate a computer to enter data, maintain records and generate reports.

Meet schedules and time lines.

Train and provide work direction to others.

Make arithmetical calculations.

WORKING CONDITIONS : ENVIRONMENT :

Office environment.

Constant interruptions.

PHYSICAL DEMANDS :

Dexterity of hands and fingers to operate a computer keyboard and other office equipment.

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.

• . A verifiable typing test is one that we

can confirm that you took it at the agency (not online at

home) and is indeed 5 minutes in length. If you need to

set up a typing test, please call (714) 424-5045. We have

typing tests available between the hours of 8am and 4pm,

Monday - Friday. We will be closed for Winter Recess

from December 19-30th.

and follow

the link for classified open positions.