Address
Form of work
SalaryBASIC FUNCTION:
Under the direction of the Superintendent and/or designee, perform varied, responsible, and confidential program support duties to assist the manager as well as relieve the manager of administrative and clerical detail; plan, coordinate and organize office and campus-based activities and coordinate flow of communications for the assigned manager; serve as a point of contact for campus-based staff, teachers, and partner district staff.
REPRESENTATIVE DUTIES :
ESSENTIAL DUTIES :
Perform varied, responsible, and confidential program support duties to assist the manager as well as relieve the manager of administrative and clerical detail; plan, coordinate and organize office and campus-based activities; assure smooth and efficient office operations.
Work effectively as a team member with ROP, district, community college, business, and others from outside agencies; handle multiple tasks and priorities simultaneously.
Assist in developing and maintaining budget for assigned manager as directed; monitor income and expenditures; prepare budget information; verify availability of funds.
Assist assigned manager by performing research and special projects; provide leadership for coordinating curriculum projects and work as requested; prepare curricular reports and documents.
Represent the assigned manager by responding to requests, complaints and questions from staff and the public by phone and written communication; receive, screen and route telephone calls; greet and assist visitors; refer calls or visitors to appropriate staff members.
Coordinate flow of communications; take messages; respond to inquiries and provide information concerning program procedures, policies, and activities.
Compose, type, and format independently or from oral instructions, note or rough draft, a variety of materials and documents including inter-office communications, requisitions, forms, spreadsheets, schedules, letters, memoranda, lists, handbooks, agenda items, bulletins, fliers, work orders, newsletters, and other materials; review and proofread a variety of documents.
Develop and implement office procedures to assure complete and timely operations; create office forms to facilitate workflow.
Prepare and maintain a variety of data, records, and reports; process and monitor financial activity, personnel, student information; assure accuracy and completeness of data, records and reports; establish and maintain filing systems.
Compile and verify information and input into assigned computer system; maintain automated records; generate computerized reports according to established procedures and timelines; process a variety of forms and applications; duplicate materials as needed.
Schedule meetings, conferences, seminars, and appointments as assigned; maintain various calendars; coordinate activities with other departments and staff; support event planning, arrange and schedule travel accommodations and hotel reservations as necessary.
Organize and facilitate meeting arrangements; attend and participate in a variety of assigned meetings; take, prepare, and distribute summary of minutes; take and transcribe dictation as assigned by the position.
Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software.
Communicate with ROP personnel and various outside agencies to exchange information, coordinate activities and resolve issues or concerns related to programs, services and assigned activities.
Support social media submissions.
Receive, open, sort, screen and distribute incoming mail; compose replies independently or from oral direction; prepare and distribute informational packets and bulk mailings.
Monitor inventory levels of office supplies and materials; order, receive and maintain inventory of office supplies and materials.
Collect various monies and fees for assigned office and program as directed.
OTHER DUTIES:
Assist other programs and departments as assigned; assist with registration activities as directed.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Policies and objectives of assigned program and activities.
ROP organization, operations, policies, and objectives.
Budget management and record-keeping techniques.
Current office practices, procedures, and equipment.
Telephone techniques and etiquette.
Applicable laws, codes, regulations, policies, and procedures.
Public relations techniques.
Correct English usage, grammar, spelling, punctuation, and vocabulary.
Planning and coordination of activities and events.
Interpersonal skills using tact, patience, and courtesy.
Oral and written communication skills.
Operation of a computer and assigned software.
Methods of collecting and organizing data and information.
Business letter and report writing, editing, and proofreading.
Basic mathematics.
ABILITY TO:
Perform varied and responsible program support duties to assist as well as relieve the manager of administrative and clerical detail.
Plan, coordinate, and organize office activities and coordinate the flow of communications for the assigned manager.
Maintain confidentiality of privileged and sensitive information.
Work independently with minimal direction.
Determine appropriate action within clearly defined guidelines.
Compose correspondence and written materials independently or from oral instructions.
Establish and maintain cooperative and effective working relationships with others.
Interpret, apply, and explain laws, codes, rules, regulations, policies, and procedures.
Type or input data at 40 words per minute from clear copy.
Operate a variety of office equipment including a computer and assigned software.
Maintain a variety of records, logs, and files.
Meet schedules and timelines.
Prioritize and schedule work.
Answer telephones and greet the public courteously.
Complete work with many interruptions.
Compile and verify data and prepare reports.
Communicate effectively both orally and in writing.
Add, subtract, multiply, and divide quickly and accurately.
EDUCATION AND EXPERIENCE:
Required: High School diploma or equivalent plus an associate degree in business administration, public administration, or related field or 60 college units and 3 years of general administrative/clerical work experience.
WORKING CONDITIONS:
ENVIRONMENT:
Office environment.
Constant interruptions.
PHYSICAL DEMANDS:
Dexterity of hands and fingers to operate a computer keyboard.
Hearing and speaking to exchange information in person or on the telephone.
Sitting or standing for extended periods of time.
Seeing to read a variety of materials.
Bending at the waist, kneeling, or crouching to file materials.
Job Type: Full-time
Pay: $25.00 - $30.41 per hour
Expected hours: 40 per week
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- Monday to Friday
Work Location: In person
