Information and Communication Specialist II

Position Information
This recruitment process is being conducted to establish an eligibility list that may be used to fill vacancies that occur within twelve months. Positions generally work from three (3) to eight hours per day, five (5) days per week, ten (10) and twelve (12) months per year. New employees are normally compensated at the first step of the salary schedule listed above.

General Purpose
Under supervision, performs a wide variety of routine clerical support functions, including receptionist, data entry and records management duties; and performs related duties as assigned.

Distinguishing Characteristics
Office Assistants are responsible for performing routine office clerical duties, requiring little or no knowledge of departmental procedures and practices. Work assigned to an Office Assistant requires basic knowledge of the functions applicable to an area of assignment and the ability to solve routine problems.

Office Assistant is distinguished from Senior Office Assistant in that incumbents in the former class perform basic typing responsibilities, and are therefore not required to be highly proficient at typing or keyboarding. Incumbents in the latter class perform more difficult clerical and office support functions, requiring greater familiarity with District functions, policies and procedures and the use of judgment and knowledge gained through experience.

Example Of Duties

Answers, screens and refers telephone calls; takes messages; greets and directs visitors; assists students and parents in person and/or phone; responds to routine parent, student and staff questions; provides general program information; assists in enrolling and registering students and filling out paperwork; provides translations for non‑English speaking visitors; provides school and class information to substitutes; checks‑in school visitors; prepares tardy slips, clearance cards and dismissal slips for students; calls parents to verify absences and clear absences and truancies; provides basic first aid to students as needed.

Opens, times‑marks and distributes office mail; stuffs, sorts and prepares outgoing mail for pickup; assists in the preparation of large mailings; retrieves, delivers and sends faxes; distributes notices.

Copies, compiles, collates, laminates, distributes and shreds various documents and materials, including large duplication orders; prepares transparencies.

Operates a computer and performs data entry and light typing responsibilities; updates computer records; generates documents.

Maintains and updates a variety of student and staff records, databases and files; data enters information in manual and computer logs and files; posts student grades on permanent record cards; orders reports to be generated by Information Systems.

Sorts, duplicates and files a wide variety of District records and documents; pulls files upon request; makes new file folders; retrieves, duplicates and distributes copies of records; requests records from other schools.

Performs routine ordering of supplies and materials for teaching and maintenance staff; types purchase requisitions; receives, sorts and distributes supplies; checks‑in and out and sells educational materials and books; receives and records fees and prepares receipts; receives and arranges for shelving and distribution of periodicals; maintains inventory of classroom books.

Other Duties

Schedules and arranges meetings, conferences and new employee appointments; assists with assembly preparation.

Assists nutrition staff and performs lunch clerk duties; determines eligibility and approves lunch applications; issues lunch numbers; counts students in the lunch line; notifies parents when a student reaches their limit or if money is owed; accounts for student meals against student accounts; counts monies; monitors computers as students enter their assigned numbers; generates daily cash and check payments and various reports for nutrition services; completes edit checks; issues refunds.

Assists with student testing; assigns and administers appropriate tests; records test scores.

Covers classrooms and supervises students during nutrition breaks as needed; supervises students sent to the office.

Keeps inventory and issues school keys; issues staff parking permits.

Collects time cards for designated staff members.

May take pictures for student identification cards.

May provide work direction and training to student workers.

May assist with the switchboard as needed.

Qualifications
Knowledge of

Office administration practices and procedures.

Correct English usage, including spelling, grammar and punctuation.

District rules, policies and procedures applicable to assigned areas of work.

Record keeping and filing practices and procedures.

Ability To

Operate a computer and other standard office equipment.

Organize and maintain 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 situations.

Establish and maintain effective working relationships with District administrators, staff, parents, students and others encountered in the course of work.

Must type accurately at a speed of 40 wpm to meet the requirements of the position.

Training And Experience

Graduation from high school or G.E.D. equivalent.

One (1) year of office administrative or secretarial experience.

Or some combination of education, training and experience that produces the requisite knowledge and ability.

Licenses, Certificates, Special Requirements
Ability to type accurately at 40 net words per minute from clear copy. Typing certificates will be accepted provided they are from a government agency, business college, temporary agency, public school or other verifiable agency and be dated within one year of the final filing date. Net words per minute must be stated on the typing certificate.

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.

Benefits
The District offers eligible employees and their dependents medical insurance coverage with benefits as determined by the MUSD Health and Welfare Benefit Committee. Vision care, life insurance and EASE (Employee Assistance Services for Education) benefits are provided at no cost to all bargaining unit employees whose regular assignment is less than four hours. Employees eligible for health and welfare benefits shall be allowed to supplement the District’s health and welfare contribution to provide full coverage for all health and welfare benefits.

Questions regarding the definition of “eligible employee” should be directed to the Payroll & Benefits Department who can review your particular employment status and advise accordingly of your eligibility for benefits.

For more information visit the MUSD Benefits website: http://www.montebello.k12.ca.us/benefits.

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