School Administrative Assistant-Elementary; Promotional

THIS IS A PROMOTIONAL RECRUITMENT. Only current Carlsbad Unified School District employees who have passed their initial probationary period may apply.

This is a promotional recruitment to establish an eligibility list for the current vacancy and any vacancies which may occur within a period of one year, or until the eligibility list is depleted. The candidates achieving the top three ranks of the eligibility list will be referred for the final selection interview along with any transfer or reinstatement candidates. For candidates who meet the minimum requirements, as demonstrated in their application materials, the examination process will consist of test parts used to measure the knowledge, skills and abilities necessary to perform the essential functions of the job, and will include a training and experience examination and structured oral interviews.

The current vacancy will work 8 hours per day, 7:15 am - 3:45 pm, 227 days per year at Hope Elementary School.

Please note that the resulting eligibility list will be used to fill vacancies within the following three classifications as needed during the life of the list:

• Administrative Assistant
• School Administrative Assistant-Elementary
• School Administrative Assistant-Alternative Education
• School Administrative Assistant-Assistant Principal

Those who are interested in being considered for only some of the above classifications are encouraged to participate in the test process and then notify the Personnel Commission Office regarding any hiring interview preferences once the testing process has been completed.

Under the direction of an Elementary School Principal, perform a variety of clerical and secretarial duties to relieve the Principal of administrative and clerical detail; coordinate flow of communications and information for the administrator; prepare and maintain a variety of records and reports related to assigned activities.

Perform a variety of clerical and secretarial duties to relieve the Elementary School Principal of administrative and clerical detail; assist in assuring smooth and efficient office operations; coordinate flow of communications and information for the administrator.

Serve as secretary to the Elementary School Principal; perform public relations and communication services for the Principal; receive, screen and route telephone calls; take, retrieve and relay messages as needed; schedule and arrange appointments, conferences and other events.

Receive visitors, including administrators, staff, parents and the public and provide information or direct to appropriate personnel; respond to inquiries and provide information and assistance related to school, office and program operations, activities, policies and procedures.

Compile information and prepare and maintain a variety of records, logs and reports related to programs, students, financial activity, budgets, attendance, staff and assigned duties; establish and maintain filing systems; review, revise, verify and proofread a variety of documents.

Input a variety of data into an assigned computer system; establish and maintain automated records and files; initiate queries and generate various computerized lists and reports as requested; assure accuracy of input and output data.

Compose, independently or from oral instructions, note or rough draft, a variety of materials such as inter-office communications, forms, letters, memoranda, bulletins, agenda items, labels, fliers, requisitions, newsletters, brochures, and other materials.

Research, compile and verify a variety of data and information; compute statistical information for various reports as necessary; process a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed.

Coordinate, schedule and attend a variety of meetings; prepare and send out notices of meetings; compile and prepare agenda items and other required information for meetings, work shops and other events; set up supplies for meetings; take, transcribe and distribute minutes as directed.

Perform a variety of clerical accounting duties in support of school operations as assigned; monitor funds for income and expenditures; calculate, prepare and revise accounting and budgetary data; balance and reconcile assigned accounts and budgets as required.

Oversee activities related to substitute staff; check in and log substitute personnel and provide school information including bell schedules, school map, and related information; maintain timesheets; assure proper coverage of absent employees and maintain related lists and reports.

Communicate with personnel and various outside agencies to exchange information and resolve issues or concerns.

Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software.

Receive, sort and distribute mail; prepare and distribute informational packets and bulk mailings as directed.

Maintain appointment and activity…