Administrative Assistant

Charter Oak Unified School District - Covina, CA4.4

Opening Date: January 17, 2019



Under the direction of an Assistant Superintendent or Director of a major District function, perform advanced-level secretarial duties requiring independent judgment and analysis; plan, organize, and coordinate office activities and communications to relieve the Assistant Superintendent or Director of routine administrative and clerical details.


PROMOTIONAL ONLY - Applicants for this position must be current employees of the Charter Oak Unified School District.

The District currently has an 8 hour, 12 month per year position in the Special Education Department. The eligibility list that is being established will be used to fill the current vacancy and future vacancies that may occur within one year in this classification.

The examination process will consist of supplemental questions on the application, a job-related written examination, and a qualification appraisal interview, followed by a selection interview for candidates in the top three ranks. The written examination is tentatively scheduled for Monday, February 11, 2019.

REPRESENTATIVE DUTIES AND KNOWLEDGE, SKILLS, AND ABILITIES: The classification specification does not describe all duties performed by the incumbent in the class. This summary provides examples of typical tasks performed in this classification.

Serve as secretary to an Assistant Superintendent or Director of a major District function; plan, organize, and coordinate activities to relieve the administrator of routine clerical details. E

Interview and screen callers and visitors, including students, teachers, administrators, parents, vendors, and the public and provide information or direct to appropriate personnel; provide detailed and technical information concerning District policies, procedures, and established regulations. E

Communicate with parents and District personnel on confidential or sensitive issues; screen incoming calls to gather and exchange information. E

Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters, and notices; prepare Board agenda items and related materials as assigned; compose correspondence or prepare from rough draft. E

Maintain certificated personnel files and update a computer database; process certificated applicants; schedule interviews; generate and process personnel items for Board agendas. E

Schedule meetings, conferences, and appointments for the Assistant Superintendent or Director; maintain calendars; arrange for conference rooms and refreshments; arrange and schedule travel accommodations as necessary. E

Review or prepare a variety of materials and documents, including interoffice communications, requisitions, forms, letters, financial documents, invoices, inventory records, and statistics; order supplies and materials and prepare purchase orders; assure adequate forms and supplies to support office operations; establish and modify confidential filing system. E

Attend a variety of meetings; prepare and send out notices of meetings; collect and compile information for meetings, projects, and workshops; prepare and distribute minutes. E

Take and transcribe dictation of letters, reports, bulletins, meetings, and memoranda as required; transcribe materials from dictation equipment as required; provide secretarial and clerical assistance to other staff as necessary. E

Maintain a variety of complex personnel records, time sheets, lists, files, and records, including confidential materials. E

Assist in the maintenance of department budgets; enter data into the computer to charge appropriate accounts; review invoices, requisitions, and purchase orders for accuracy, completeness, and compliance with department and District policies; inspect and verify accuracy of District or County financial reports with office records; research and resolve discrepancies as needed. E

Receive, open, and screen incoming mail and independently compose replies according to established procedures. E

Operate a variety of office equipment such as typewriter, computer, fax machine, copier, and calculator. E

Process applications; maintain files and notify credentialed individuals of expiration dates. E

Research and compile information and compute statistical data for Federal, State, and District reports and special projects as assigned.

Perform related duties as assigned.

Note: At the end of some of the duty statements there is an italicized "E" which identifies essential duties required fo the classification. This is strictly for use in compliance with the Americans with Disabilities Act.


Modern office practices, procedures, and equipment.
Applicable sections of State Education Code and other applicable laws.
District organization, operations, policies, and objectives.
Organization, rules, regulations, and programs related to an assigned office or function.
Operation of a computer and data entry techniques.
Software applications used by the District, including word processing and spreadsheets.
Financial and statistical record-keeping techniques.
Methods used in dictation transcription.
Basic budget monitoring and control.
Telephone techniques and etiquette.
Correct English usage, grammar, spelling, punctuation, and vocabulary.
Interpersonal skills using tact, patience, and courtesy.

Perform advanced-level secretarial duties requiring independent judgment and analysis.
Plan, organize, and coordinate office activities and communications to relieve the administrator of routine administrative and clerical details.
Work independently with little direction.
Input data at 65 words per minute.
Analyze situations accurately and adopt an effective course of action.
Compose independently or from oral instructions letters, memos, bulletins, or other material.
Take and transcribe dictation.
Read, interpret, apply, and explain rules, regulations, policies, and procedures.
Maintain records and prepare reports.
Communicate effectively both orally and in writing.
Meeting schedules and time lines.
Add, subtract, multiply, and divide quickly and accurately.
Establish and maintain cooperative and effective working relationships with others.
EDUCATION, EXPERIENCE, AND OTHER REQUIREMENTS: Any combination equivalent to: graduation from high school supplemented by college-level courses in business, secretarial science or related field and three years of increasingly responsible secretarial and clerical experience.

Office environment.
Constant interruptions.

Dexterity of hands and fingers to operate a computer and standard office equipment.
Sitting for extended periods of time.
Seeing to read and assure the accuracy of typewritten materials.
Hearing and speaking to exchange information in person or on the telephone.