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Job Description
Under general Administrative supervision, perform a variety of complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator; prepare and maintain a variety of manual and automated records and reports related to assigned activities.
ESSENTIAL DUTIES:
Perform a variety of complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and assist in the coordination and flow of communications and information; assure smooth and efficient office operations; assure related functions comply with established laws, rules, regulations, policies and procedures.
Serve as primary secretary to the assigned administrator; perform public relations and communication services for the administrator; 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; provide information or direct to appropriate personnel; exercise independent judgment in resolving a variety of issues; refer difficult issues to the administrator as needed; provide technical information and assistance related to program or operations and related laws, rules, regulations, policies and procedures.
Compile information and prepare and maintain a variety of records, logs and reports related to programs, students, attendance, staff, projects and assigned duties; establish and maintain filing systems; revise, verify, proofread and edit a variety of documents.
Input a variety of data into an assigned computer system; establish and maintain automated records and files; initiate queries, develop spreadsheets, manipulate data 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, handbooks, newsletters, brochures, certificates, contracts and other materials; format materials to meet program and office needs.
Research, compile and verify a variety of data and information; compute statistical information for various federal, state and local reports as necessary; identify and resolve a variety of financial and statistical discrepancies; assure mandated reports are completed and submitted to appropriate agency according to established time lines.
Distribute, collect, process and evaluate a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed; assist with the preparation, processing and maintenance of grant information, records and related materials as assigned.
Coordinate, schedule and attend a variety of meetings, workshops and special events; prepare and send out notices of meetings; compile and prepare agenda items and other required information for meetings, workshops and other events; set up equipment and supplies for meetings and other events as needed; take, transcribe and distribute minutes as directed.
Train and provide guidance to designated clerical personnel as assigned by the position; assign and review the work of others.
Perform a variety of clerical accounting duties as assigned; monitor funds for income and expenditures; calculate, prepare and revise accounting and budgetary data; balance and reconcile assigned accounts and budgets; assist with budget development and preparation; maintain financial and statistical records and files.
Perform special projects and prepare various forms and reports on behalf of the assigned administrator; conduct research and process documents in specialized areas; attend to administrative details on special matters as assigned.
Communicate with personnel and various outside agencies to exchange information, request and provide materials, coordinate activities and resolve issues or concerns.
Operate a variety of modern office equipment and assigned software; arrange for equipment repairs as required.
Maintain appointment and activity schedules and calendars; coordinate travel arrangements and hotel reservations as necessary; process and follow up on reimbursement claims; reserve facilities and equipment for meetings and other events as needed.
Monitor inventory levels of office and designated supplies; order, receive and maintain appropriate levels of inventory as required; prepare, process and code purchase orders and invoices as assigned; arrange for billings and payments as directed.
Receive, open, sort, screen and distribute incoming e-mail and mail; compose replies independently or from oral direction; prepare and distribute informational packets and bulk mailings.
OTHER DUTIES:
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Organizational operations, policies and objectives.
Policies and objectives of assigned programs and activities.
Applicable laws, codes, regulations, policies and procedures.
Record-keeping and filing techniques.
Business letter and report writing, editing and proofreading.
Telephone techniques and etiquette.
Methods, procedures and terminology used in clerical accounting work.
Modern office practices, procedures and equipment.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Interpersonal skills using tact, patience and courtesy.
Operation of a computer and assigned software.
Oral and written communication skills.
Record retrieval and storage systems.
Basic public relations techniques.
Mathematic calculations.
ABILITY TO:
Perform a variety of complex secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail.
Plan, coordinate and organize office activities and coordinate flow of communications and information for the administrator.
Assure smooth and efficient office operations.
Interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
Compile and prepare comprehensive reports concerning a broad spectrum of subject matter.
Compose effective correspondence independently.
Perform a variety of clerical accounting duties in support of assigned department or program.
Type or input data at an acceptable rate of speed.
Answer telephones and greet the public courteously.
Complete work with many interruptions.
Maintain a variety of records, logs and files.
Utilize a computer to input data, maintain automated records and generate computerized reports.
Establish and maintain cooperative and effective working relationships with others.
Meet schedules and time lines.
Work independently with little direction.
Communicate effectively both orally and in writing.
Determine appropriate action within clearly defined guidelines.
Add, subtract, multiply and divide with speed and accuracy.
EDUCATION AND EXPERIENCE:
Any combination of education and/or experience equivalent to: High school diploma or equivalent and four years increasingly responsible secretarial or administrative assistant experience involving public contact.
WORKING CONDITIONS:
ENVIRONMENT:
Office environment.
PHYSICAL DEMANDS:
Dexterity of hands and fingers to operate a computer keyboard.
Sitting or standing for extended periods of time.
Bending the waist, kneeling or crouching and lifting.
The examination process for this recruitment may be comprised of one or any combination of the following: screening of the applicant's training, background, and experience; scored 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.
If your application is accepted to advance in this recruitment, the exam and interview dates are as follows:
Written Examination - TBD
Oral Examination - TBD
Dates are tentative, but it is highly recommended that you plan your calendar accordingly. No Make-Up dates will be offered.
Other Important information: The duration of the eligibility list is one (1) year unless extended by the Personnel Commission. The eligibility list from this recruitment will be used for full-time, part-time and limited term positions.
New employees to the district are place on step A of the salary schedule. The maximum salary is reached after 3 ½ years of employment.
Recruitments that list Promotional and Open Competitive opportunities may result in one of the following: 1) a dual-certified list in which internal employees of the San Lorenzo Unified School District are awarded seniority points to their final passing score before placement on the eligibility list, or 2) two separate eligibility lists consisting of candidates on a promotional only list and an open list. In the latter case, candidates on the promotional list are referred to the hiring authority before candidates on the open. However, where less than three ranks exist on the promotional list, the open list will be utilized to complete a total of three ranks.
Closing Date/Time: Fri, 15 Aug 2025 -
ABOUT THE COMPANY
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San Lorenzo Unified School District
Show moreSan Lorenzo Community
The Community of San Lorenzo is situated in unincorporated Alameda County between the cities of San Leandro and Hayward. The 2010 United States Census reported that 23,452 people, 7,425 households, and 5,792 families reside in San Lorenzo. The population density is approximately 8,488 people per square mile (3,276.8/km²). The racial makeup is approximately 47.4% White (32.4% non-Hispanic), 4.8% African American (4.5% non-Hispanic), 1.0% Native American, 21.6% Asian, 0.8% Pacific Islander, 17.9% from other races, and 6.5% from two or more races. Roughly 37.7% of the population is Hispanic or Latino of any race. The school district boundaries include parts of the cities of San Leandro and Hayward.
San Lorenzo Students
The students of San Lorenzo represent the diversity of the town's past and present. Of the students attending TK-12 schools in San Lorenzo, 56% are Hispanic/Latino, 13% are Asian, 12% are Black/African American, nine percent are white, eight percent are Filipino and two percent are of other races. Forty two percent of the students in San Lorenzo speak Spanish as their first language, while 40% speak English as their first languages. Other languages represented include Cantonese/Mandarin (7% ), Tagalog (4% ), Vietnamese (3%) and Arabic (3%). Three percent of our students speak one of 37 other languages. Of the approximately 10,500 students, 69% are eligible for the Federal Free and Reduced Lunch Program. Seventy-two percent of the District's students are either socio-economically disadvantaged, English Learners or Foster Youth. Many of our students fall into more than one of these categories, but can only be counted once.
San Lorenzo School District
The district was established on November 8, 1859 and is one of the oldest continuously operating school systems in the State of California. From a humble beginning in 1850 with only six students and a tiny portable schoolhouse, the District reached its peak size in 1970 with 18,000 students enrolled in 28 schools. The current Superintendent of the district is Dr. Fred Brill who has served the community since 2014. The district collaborates with multiple city and county government departments to access and organize services for students and families. The school district partners with many local initiatives to create multiple opportunities for students and families. These partnerships include Alameda County Supervisors and Alameda County Office of Education to provide services to community members ages 11-24 at the REACH Ashland Youth Center.
Currently, San Lorenzo Unified School District consists of nine elementary schools, three middle schools, and four high school sites. The District Independent Contracted Education (DICE) program gives students the chance to receive several hours of instruction each week one on one with a highly qualified teacher, while taking on the obligation to complete an additional number of study hours at home. In 2004, the school district adopted wall to wall Small Learning Communities and offers eight different programs for all 3300 high school students.
District-wide all teachers have focused on implementation of Common Core State Standards to guide classroom instruction. Administrators and teachers use multiple measures of assessment, including NWEA and CAASPP to determine program needs. Teachers utilize formative and summative data across grade and subject areas to inform instruction. Weekly collaboration, planning and analysis of lesson objectives, student work samples, and performance on common assessments drive the delivery of curriculum and the instructional strategies utilized. Analysis of data determines intervention course offerings. -