Administrative Assistant I Bilingual amp Administrative Assistant I

Profile

Job Description
Date Posted:
February 2, 2022
Classification:
ADMINISTRATIVE ASSISTANT I-BILINGUAL (Spanish & English) & ADMINISTRATIVE ASSISTANT I (Open and Promotional Recruitment)
IMPORTANT NOTICE: This recruitment has been extended to fill both Administrative Assistant I and Administrative Assistant I-Bilingual classifications.
Work Schedule:
8 hours per day; 5 days per week (Monday - Friday) ; 12 months per year
Salary Range:
Step A Step B Step C Step D Step E
(monthly) starting 6 mos 18 mos 30 mos 42 mos
120
$5,011 $5,261 $5,524 $5,800 $6,090
Salary Range:
Step A Step B Step C Step D Step E
(monthly) starting 6 mos 18 mos 30 mos 42 mos
118
$4,771 $5,011 $5,261 $5,524 $5,800
Benefits:
Total Compensation Package: Placement on salary schedule. If a medical plan is selected, the employee will receive a contribution of $1,125.00/month toward the selected medical plan (through CalPERS), Delta Dental, and Life Insurance. The employee pays the balance of their health premiums from their gross earnings on a pre-tax basis. If a medical plan is not selected, employees will receive a contribution of $300.00/month toward single coverage for Delta Dental and Life Insurance. A vision plan (VSP) is also available. Employees pay the worker contribution to the Public Employees Retirement System (PERS). This position is represented by: California School Employees Association (CSEA). Pursuant to CSEA Chapter 887, contract Article 4.1, the County Office shall deduct in accordance with the CSEA dues and fees schedule from the wages of all employees.
Current Vacancy:
Educational Services Division; Internal Business Services Department; 101 Twin Dolphin Drive; Redwood City
Application
Deadline: Monday, February 28, 2022
(application and acurrent résumé must be submitted online through CalOpps.org by 5:00 PM)
Job Summary:
The Administrative Assistant I - Bilingual provides complex and administrative support to an assigned department. The position supports departmental functions and procedures, prepares and maintains a variety of manual and automated records, documents, and supports the preparation and approval process for contracts, service agreements, and purchases, and ensures efficient operation of support functions. The position also provides translation and interpretation services necessary for the delivery and maintenance of program services. The position provides other administrative support as required to implement department program services to the community in both English and Spanish.
Essential Job Functions :
Compiles data from a wide variety of sources (e.g., teacher information and consent forms, training surveys, timesheets, calendars, expenditures/budget, grants, internet research, etc.) to prepare reports, make recommendations, and preparing information for assigned supervisor (s) in English or Spanish.
Coordinates a wide variety of projects, functions, and components (e.g., meeting processes, workshops, and trainings, minutes, in-service events, travel and accommodations, COE training sessions, support to other department Administrative Assistants, etc.) to support the implementation of department activities.
Inputs various data and information into assigned software systems and databases (e.g., invoices, requisitions, purchase orders, participant data, etc.) to document activities, provide written reference, and convey information.
Maintains a wide variety of manual and electronic documents, files, and records (e.g., memoranda of understanding, program web-pages, budget data, employee records, financial records, reports, appointment, and activity schedules and calendars, flyers and communications to external entities, etc.) to ensure optimal communication to the public, provide up-to-date information and historical reference in accordance with established administrative guidelines and supervisory assignment.
Monitors a wide variety of activities (e.g., program contracts and program components, meeting arrangements, account balances, office inventory, work order status, etc.) to achieve goals and meet target dates in compliance with established guidelines and supervisory requirements.
Operates a variety of office equipment (e.g., copier, fax, current software applications, etc.) to provide necessary administrative support.
Oversees mail (e.g., receiving, sorting, and distributing mail, bulk mailings, etc.) to provide necessary routing and reception of departmental mail items.
Participates in various types of meetings, workshops, and training to provide or receive information, recording minutes, and supporting the needs of the attendees in English and Spanish.
Prepares various types of materials (e.g., inter-office and external communications, memoranda, bulletins, labels, fliers, requisitions, contracts, invoices, flyers, newsletters, etc.) to ensure optimal departmental operation in English and Spanish.
Procures supplies and materials to maintain the availability of required inventory.
Provides administrative support (e.g., performing public relations and communication services, screening and routing telephone calls, scheduling and arranging appointments, contacting partner agencies for information, etc.) to ensure optimal communication on behalf of coordinators and managers.
Provides simultaneous Spanish interpretation (e.g., on an as-needed basis during trainings, conferences, and meetings, etc.) to ensure optimal bi-lingual communication and understanding.
Receives visitors (e.g., administrators, staff, parents, public citizenry, etc.) to provide information or direct appropriate personnel in English or Spanish.
Schedules a wide variety of activities (e.g., appointments, meetings, travel reservations/accommodations, facility usage, etc.) to make necessary arrangements for assigned coordinators, managers, and specialists.
Translates forms and materials from English to Spanish (e.g., for professional development, evaluation processes, data collection, program fliers, etc.) to ensure adequate communication with external partners.
Updates program web pages (e.g., regularly maintains web pages, etc.) to ensure optimal communication with the public in English and Spanish.
Other Functions
Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
Qualifications:
Any combination of education and experience providing the job knowledge, skills, and ability for successful job performance will be considered for positions in this classification. Typical qualifications would be equivalent to:
EDUCATION:
A combination equivalent to: Graduation from high school or Equivalency.
EXPERIENCE:
Three (3) years of clerical or secretarial experience involving frequent
public contact.
SPECIAL REQUIREMENTS
The ability to communicate effectively read, write,
and verbally in Englishto translate to Spanish. Applicants must successfully pass
thelanguageproficiency(bilingual/bi-literate) examination.
SPECIALIZED SKILLS AND KNOWLEDGE:
KNOWLEDGE
Required to perform basic math calculations using fractions, percents, and/or ratios.
Read a variety of manuals in English and translate them into Spanish.
Write documents following prescribed formats, and/or present information to others in Spanish.
Concepts of correct grammar and punctuation in English and Spanish.
Basic bookkeeping principles.
Excellent business telephone etiquette to answer, screen, and reroute telephone calls.
Excellent customer service and interpersonal skills.
Applicable office software and standard office practices.
Job-related codes/laws/rules/regulations/policies.
Practicing cultural competency while working collaboratively with diverse groups and individuals.
SKILLS:
Perform multiple tasks with a need to occasionally upgrade skills in order to meet changing job conditions.
Operating standard office equipment, including pertinent software applications.
Ability to communicate effectively in reading, writing, and orally in English and Spanish.
Planning and managing projects independently.
Performing basic bookkeeping and record keeping.
Applying job-related codes, regulations, and laws.
Proficiency in MS Word, Excel, PowerPoint, Adobe Acrobat required to create and develop registration and presentation materials.
Maintaining and updating the website in English and Spanish.
Excellent attention to detail to compose correspondence and written materials independently or from oral instructions or provide assistance to parents or families to address their concerns or immediate needs.
ABILITY to:
Schedule activities or events.
Gather and/or collate data.
Flexibility is required to work with others.
Operate equipment using a variety of standardized methods.
Problem solves to identify issues and create action plans.
Problem-solve with data requires independent interpretation of guidelines.
Meet deadlines and schedules, and set and adapt to changing work priorities
Analyze issues and determine an appropriate course of action.
Dealing with frequent interruptions.
Display tact and courtesy.
Physical
Requirements:
Applicants must possess the physical abilities outlined below with or without accommodation.**MEMBERS ONLY**SIGN UP NOW***. will consider reasonable accommodation requests. The usual and customary methods of performing the job’s functions require the following demands:
Some lifting
Carrying
Pushing, and/or pulling
Some Stooping
Kneeling
Crouching, and/or crawling
Significant fine finger dexterity
Generally, the job requires 60% sitting, 20% walking, and 20% standing
The job is performed under conditions with some exposure to risk and/or illness
Occasionally, work performed on weekends
Examination
Process:
The examination process for this classification will consist of:
A written examination in Spanish/English (Anticipated Date: March 10, 2022) A language proficiency examination (English/Spanish) (Anticipated Date: March 10, 2022) An oral board examination (Anticipated Date: March 17, 2022)
* Candidates must ensure access to a computer in order to participate in the examination process.
NOTE: Internal (Promotional) candidates must score 80% or higher on each examination in order to be placed on the Promotional List. Examination procedures subject to change as deemed necessary by the Executive Director, Personnel Commission Services.
Only the highest qualified candidates will be invited to attend the examinations. Responses to the Supplemental Questionnaire must be completed for the application to be considered.
All work experience, education, training, and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications. APPLICATIONS COMPLETED IMPROPERLY MAY BE CAUSE FOR INELIGIBILITY, DISQUALIFICATION OR MAY LEAD TO LOWER SCORES. It is the sole responsibility of the applicant to ensure all attachments have been received by the analyst after submission and prior to the expiration of the deadline date and time. Applicants will not be contacted about missing documentation or attachments.
Applicants will only be contacted by email about this position during each phase of the recruitment; therefore, it is the applicant’s responsibility to ensure that their registered email address is accurate and kept up-to-date and to check spam filter and junk email for updates for this recruitment.
Applicants will need to pass each part of the examination process as outlined above to move forward through this recruitment.
Candidates who pass all of the examination processes are ranked on an eligibility list according to their score(s). Selection for positions will be made from among the top three ranks of candidates. The job eligibility list will be used for hiring in other vacancies that are in the same respective job classification, and will be active for one (1) year (Merit Rule 60.1: A.4). This position will be working physically in various buildings and facilities in **MEMBERS ONLY**SIGN UP NOW***.. Due to COVID-19, there are some protocols for safety and social distancing that have been established at the **MEMBERS ONLY**SIGN UP NOW***..
Please note that we are a public agency. If you are offered and you accept this position, we will not cover any costs for relocation or reimbursement for travel expenses for employment.
Personnel Commission Services (650) 802-5309
101 Twin Dolphin Drive **** g
Redwood City, CA 94065 *****Proof of citizenship or legal status will be required upon offer of employment. No sponsorship is available for this position.
**MEMBERS ONLY**SIGN UP NOW***. provides equal employment opportunities to all qualified persons. The recruitment, testing, and hiring of all personnel will be without regard to race, ancestry, national origin, age, color, creed, religion, sex, gender identity or expression, sexual orientation, marriage status, medical condition, physical or mental disability, genetic characteristics, or veteran status.
Closing Date/Time: 2/28/2022 at 5pm or until 200 applicants
Job Address
Redwood City
California
United States
View Map
Employer:
**MEMBERS ONLY**SIGN UP NOW***.
This listing is managed by:
About **MEMBERS ONLY**SIGN UP NOW***.
The **MEMBERS ONLY**SIGN UP NOW***. (SMCOE) provides leadership, coordination,
and a variety of instructional, business and consulting services to the County’s 23 public school districts, charter schools and the community college district, thus enhancing their ability to provide quality educational programs.
Employer Profile

Company info

Sign Up Now - AdminCrossing.com