Essential Elements:

Print SUMMARY Performs a variety of clerical duties involving typing, data entry, filing and maintaining records and completing routine transactions.

NATURE AND SCOPE

Work is performed under the general direction of the administrative secretary, site or program administrator and may vary considerably depending on area of assignment. Work involves performing a variety of clerical and secretarial duties and may include typing and data entry, receptionist, records maintenance, filing and retrieval of information and reports and other general clerical duties as assigned. Work requires the exercise of some initiative, independent judgment and discretion. Contacts are variable but may extend beyond immediate work group to include other District staff and departments, students, parents or the general public.

DISTINGUISHING CHARACTERISTICS

Administrative Specialist I is an entry level position in a school district setting. The position will require knowledge of the terminology, practices and procedures of an area of specialization depending on assignment. Minimum requirements will include additional basic computer skills, record keeping, math, English usage, grammar, spelling and office equipment skills. Advancement potential exists along both the clerical and secretarial career ladders, which will require specialized education and experience consistent with the requirements of individual positions.

ESSENTIAL TYPES OF DUTIES

(Examples)

Will learn special terminology, policies and procedures of a department of specialized function.
Compiles information from various sources and types a variety of forms. Compiles and tabulates statistical data as directed.
Performs a wide variety of clerical, typing and keyboard data entry work related to the office to which assigned. Maintains confidentiality of information processed or received during the course of performing assigned duties.
Completes daily data entry regarding student records, attendance and special needs services.
Answers incoming phone lines and routes calls to appropriate extensions. Answers inquiries and provides information concerning standards, procedures and programs.
Serves as receptionist in the office setting.
Establishes and maintains files (student and site) as directed. Assembles, collates and prepares materials for distribution. Performs work such as posting records, making computations and securing information from appropriate sources.
Operates a variety of office machines including computer, typewriter, calculator, copier, two-way radio and other office machines and equipment.
Enters and updates information in the student data base. Prints reports and student schedules.
Orders, receives, shelves and distributes supplies and materials.
Receives, sorts and distributes incoming mail.
Ensures proper security and administration of medications that are dispensed to students. Assures that instructions for dispensing are followed and student health records are properly documented. May personally dispense medications to students.
Administers basic first aid as necessary according to approved procedures.

QUALIFICATIONS

Knowledge and Skills:

Requires basic knowledge of modern office practices, filing, procedures and equipment including receptionist and telephone techniques and etiquette. Requires knowledge and understanding of the principles and procedures of record keeping. Must have good organizational and communication skills. Requires basic computer skills, record keeping, math, English usage, grammar, spelling and office equipment skills.

Abilities:

Requires the ability to perform the duties of the position efficiently and effectively, under general supervision. Must be able to learn, understand and apply District rules, regulations and policies. Requires the ability to operate standard office machines and equipment, including typewriters, telecommunications, copiers, calculators, word processors, printers. Must be able to maintain records and prepare reports. Requires the ability to communicate with peers and other District staff or public in a manner which reflects positively on the department or school and District. Must pass basic skills test.

Physical Abilities:

Requires sufficient arm, hand, finger dexterity in order to operate keyboard, typewriter and other office equipment. Sufficient hand/eye coordination and manual dexterity to keyboard at a basic rate (45 wpm); sufficient visual acuity to recognize words, letters and numbers; speech and hearing ability to carry on conversations in person and over the phone; and ability to reach and pull materials from files and shelves. Should be able to lift 50 lbs. (Consideration may be given to reasonable accommodation for above.)

Education and Experience:

High School diploma or GED required Supplemental course work in general office skills preferred.

Requirements / Qualifications

Resume 3 letters of recommendation High School diploma or GED required. Supplemental course work in general office skills preferred. Must pass District's Basic Skills Test applicable to the position or, provide college level transcripts in English and Math. To receive the Bilingual Stipend (Spanish), you must take and pass the District Bilingual Exam. Links Related To This Job Learn About Our Community Visit the South Bay Recruitment Center View Other Job Desc. / Ess. Elem. CalPERS Links Not all postings qualify for CalPERS. Informational Only. CalPERS Retirement Benefits

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