CLERICAL ASSISTANT II (SUBSTITUTE)

Clerical Assistant IIThis position is dual certification and is open to both internal and external candidates. Substitute positions are on call / as needed. Hours: On call, 8 hours/day (Monday-Friday 7:30A-4:00P or 8:00A-4:30P). Eligibility lists: One list will be created from open competitive and promotional candidates. This is a continuous examination process and may close at any time, with little or no notice. An application review may occur at any time and qualified candidates who have submitted applications will be invited to participate in the testing process. Qualified applicants submitting applications after the review date will be considered in the next examination process. This list will be utilized to fill any vacancies that may occur during the one year life of the eligibility list, which may include temporary positions. The list generated from this recruitment will be used to fill both substitute and permanent vacancies in the District.Basic function: Under direction of an assigned supervisor, perform a variety of clerical activities in support of a school or District function; prepare and maintain records, reports, files and logs related to the assignment; prepare and produce statistical, narrative and graphic representations of information using microcomputer equipment and applicable software applications.Distinguishing characteristics: Clerical Assistant II is the experienced-level class in the series. In addition to the above duties, incumbents type and produce a variety of written and graphic materials requiring the ability to use computer equipment and software, compile and review information, and apply established policies and procedures to specific assignments. Positions at this level may function as the sole clerical support to a work unit or receive direction from a higher-level secretarial or managerial position. Clerical Assistant I is the entry-level class in the series. Incumbents are assigned routine and repetitive duties such as answering telephones and taking messages, filing and maintaining records, and entering data in computer equipment. Incumbents assigned to this class receive direction from a higher-level secretarial or managerial position.Examples of duties: Perform a variety of clerical support duties including filing, record-keeping and processing information related to the assignment; provide sole clerical support to an assigned office or function, or assist higher level secretarial or managerial staff. Prepare a variety of narrative, statistical and graphic representations of information including letters, memoranda, bulletins, graphs, charts, forms, reports, contracts, handbooks, informational pamphlets and other materials. Compile, review and arrange data according to standard and customized formats; proofread, copy and distribute materials according to specific instructions or established procedures and timelines. Operate a computer and peripheral equipment including word processing, spreadsheet, database management and presentation software; operate a calculator, copier and other office machines as required by the assignment. Perform basic data updates and run data analysis using data tracking programs such as the Human Resource System, PeopleSoft, Sub-finder, and other specialized district software programs as related to a specific assignment, as monitored by designated or assigned personnel. Receive visitors to the office and answer telephones; refer callers and visitors to appropriate personnel; answer questions regarding program guidelines, work assignments, and established policies and practices. Maintain a variety of logs, records, files and inventories; establish index and cross reference files according to program needs; file information including forms, letters, memoranda, reports, statistical data and other materials. Receive, sort and distribute incoming and outgoing mail. Duplicate printed materials; package and distribute completed copies according to established procedures and specific instructions. Ensure the timely distribution and receipt of information from various sources; contact school and District office personnel regarding missing, incomplete or conflicting data. Make telephone calls to relay messages, schedule appointments and obtain information. Maintain supply and material inventory of assigned area or work responsibility as required; order, receive, and distribute materials, equipment, and supplies according to established procedures. Schedule appointments, conferences and meetings; maintain various schedules and calendars. Utilize a second designated language when essential to the completion of duties and responsibilities. Travel to various District locations to attend meetings and perform clerical duties as required. Provide relief (breaks, lunch, temporary absences) to other clerical positions and assignments. Perform related duties as assigned.Minimum qualifications: Education: Any combination equivalent to: graduation from high school supplemented by business course work.

Experience: Any combination equivalent to: two years of clerical experience involving the use of computer terminals, microcomputer, and current word processing, spreadsheet, and presentation software. OR Alternative qualifications: The list below represents an alternative way to demonstrate the knowledge, skills, and abilities necessary to qualify for further consideration for the position of Clerical Assistant. Instructions: To qualify, an individual needs to have performed at least one (1) of the listed Activity Statements the minimum number of times indicated for each of the seven (7) Performance Dimensions listed below. 1) Filing and Record-Keeping 1.1 - Physically organize files and records into filing cabinet (10 times minimum) 1.2 - Organize materials from various locations into one physical or virtual location (20 times minimum) 2) Word Processing 2.1 - Create letters, memos, or other correspondence using a computer (20 times minimum) 2.2 - Create forms, reports, or other office documents using a computer (20 times minimum) 2.3 - Proofread and edit written materials using computer program (20 times minimum) 3) Database Management 3.1 - Input and update data on spreadsheet computer program (20 times minimum) 3.2 - Use data tracking program to cross reference information (20 times minimum) 4) Providing Customer Service In Person & By Phone 4.1 - Receive visitors and answer phone callers in an office environment (10 times minimum) 4.2 - Answer questions and refer visitors and callers to appropriate location (20 times minimum) 5) Scheduling & Monitoring Appointments 5.1 - Contact others to schedule and/or confirm appointments (10 times minimum) 5.2 - Monitor and maintain a calendar of events and appointments (10 times minimum) 6) Receiving & Distributing Information 6.1 - Receive, sort, and distribute incoming/outgoing mail (10 times minimum) 6.2 - Make calls or use email to relay messages and obtain information (10 times minimum) 7) Using Office Equipment 7.1 - Perform mathematic calculations on calculator or computer program (10 times minimum) 7.2 - Print or duplicate materials using printer/copier machine (10 times minimum) Licenses and certifications: Some positions in this class may require a valid California driver's license to travel to District and school offices to conduct work; some positions in this class may be required to communicate in a designated second language.Working conditions: Environment: Office environment; subject to frequent interruptions. Physical abilities: See to file materials and enter data in computer equipment; speak and hear clearly and distinctly to present and receive information in person or on the telephone; manipulate hands and fingers to operate keyboards and other office machines; stand, walk, reach, bend, crouch and stoop to retrieve and file materials in filing cabinets and storage areas.Application and examination process: Application 1 - Complete an online Bassett USD employment application by clicking the "Apply" button above. All applications must be submitted online. Applications and requests for testing will not be accepted after the recruitment closing date and time. Applicants may be rejected on the basis of an incomplete application or failure to meet minimum qualifications. The application is part of the selection process and is part of an overall assessment of acceptability for employment. All information provided is subject to independent verification of its accuracy. It is the responsibility of the applicant to provide correct contact information by which to be notified. Note: You will eventually be disqualified in the recruitment process if you fail to disclose relevant information regarding your conviction history. It is the disclosure of the conviction that is most important in many cases. Screening process 2 - Applications will be screened to select the most qualified candidates. The screening process for this position, which may be subject to modification, will include some form of a(n): application screening, initial qualifications screening, documentation/certification screening, and supplemental application screening. The stated qualifications for the position represent only the minimum requirements and do not guarantee qualification for examination or placement on an eligibility list. Examination process 3 - The examination plan will consist of: a. Written Exam (100% of final score) - To Be Scheduled Visit our Recruitment Calendar for more details. Examination dates may change or be canceled without advance notice. The examination may consist of any combination of a(n): training and experience (T&E) evaluation, written knowledge test, structured panel interview, situational judgement interview, or other type of exam of fitness for duty. All parts of the examination process are job related. A passing score must be attained on each portion of the exam to advance to the next stage and ultimate placement on an eligibility list. Disability accommodation Requests for reasonable accommodations for the testing process must be made no less than two (2) days prior to the examination by emailing or calling . Exam protests Protest of any part of the exam process must be in writing and submitted to the Personnel Director no later than five (5) working days from the date you participated in the exam. Any protest must include rationale to support the protest and shall include supporting documentation or references. Protests must be based on illegal discrimination, abuse of discretion, or procedure/process error. Protests should NOT be based on receiving unexpected results.