Job Details

All applicants must apply through Edjoin using the following link: https://www.edjoin.org/Home/JobPosting/2057713

A full job description, explanation of benefits, and salary schedule are available through the Edjoin posting linked above.

***Applications submitted through SLOjobs alone, will not be considered.***

Application Deadline

3/27/2025 4:00 PM Pacific

SAN LUIS COASTAL UNIFIED SCHOOL DISTRICT  

CLASS SPECIFICATION 

ADMINISTRATIVE ASSISTANT 

PURPOSE OF POSITION To perform highly responsible and complex assistant duties and routine administrative duties in support of a District department head and department staff, provide general information and assistance to the public and staff, and perform related duties as assigned. 

SUPERVISION Receive general supervision from a District administrator.  May exercise functional and technical supervision over clerical staff, substitute employees, student assistants, and college work-study students. 

ESSENTIAL FUNCTIONS - Duties may include, but are not limited to, the following;  

• Operate a computer to prepare a wide variety of documents, that may include reports, letters, memos, charts, and forms; word process from rough draft, verbal instructions, or transcription tapes; compose correspondence related to responsibilities assigned. 
• Utilize the District`s e-mail and calendaring system software for correspondence and calendaring.  
• Utilize the District`s Office Suite software for word processing, preparing spreadsheets, electronic filing, and district templates. 
• Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems, and precedents relating to responsibilities assigned. 
• Compile information, draft, and prepare agenda items for Board of Education meetings. 
• Review incoming mail and determine priority and action to be taken in order to identify, anticipate, and execute details not requiring the administrator`s attention. 
• Compile data for special projects; collect and assemble information and background materials for a variety of reports.  Use the Internet to research and prepare projects and reports. 
• Maintain the administrator`s appointment calendar; schedule and coordinate a variety of meetings and events with other departments, the public, and outside agencies. 
• Coordinate special projects and events by initiating all paperwork, calendaring, arranging for facilities, contacting agency representatives, and arranging for speakers and facilitators. 
• Make travel and conference arrangements to include hotel accommodations, airline and ground transportation, and conference registration. Prepare for signature and route a variety of District forms including purchase requisitions, maintenance requests, conference forms, expense claim forms, and accident report forms.  
• Assign account codes to forms and invoices. 
• Organize and maintain filing systems; maintain records related to specific area of assignment.  
• Assist in completing required District budget request forms; monitor departmental budget balances, prepare appropriate budget and expenditure transfers, and assign account codes to transactions. 
• Process petty cash reimbursements and reconcile petty cash checking account. 
• Prepare meeting agendas; prepare and distribute minutes. 
• Order and store office supplies. 
• Prepare monthly time sheets for department employees. May maintain a record of all office keys issued to department staff. 
• May serve as technology liaison between the department and Information Services and Technology Services. 
• Organize and track department-specific software and licensing.  
• Coordinate scheduling and registration for user training on District-required and department-specific software. 
• Operate a variety of office equipment including copiers, calculators, and phones. 
• Process all extra duty stipends for payment.  
• Conduct recruitments for athletic and activities stipend positions.  
• Process employment paperwork and maintain personnel files for walk-on coaches. 
• Process employment paperwork and set up personnel files for summer school employees. 
• Utilize specialized electronic document storage and retrieval systems.  
• Utilize specialized database programs to enter employee data, track evaluation due dates, distribute annual notifications, and generate reports. 
• Maintain a record of all office keys issued to staff at the District Office (except Student Services Department); coordinate work orders when necessary to obtain new or replacement keys. 

QUALIFICATIONS 

Experience/Training:  Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would include four years of responsible secretarial experience, preferably in a public school district, and the equivalent of two years college.  Additional secretarial and technology course work is desirable. 

License or Certificate:  

Depending on the department to which assigned, may require possession of a valid California driver license in order to travel to other sites. 

Skills, Knowledge, and Abilities:  

Knowledge of procedures, policies, and operations of a school district; pertinent Federal, State, and local laws, codes, and regulations; modern office procedures and equipment; computer equipment and word processing, spreadsheet, and data base programs; principles and procedures of data collection and report writing, record keeping practices, basic budgeting principles and practices; and English usage, spelling, grammar, and punctuation. Ability to perform responsible administrative assistant work involving the use of independent judgment and personal initiative; effectively manage multiple tasks and set priorities; function in a calm and capable manner and adjust to frequent schedule changes; exercise tact and good judgment in dealing with the public and staff; maintain confidentiality of work; compose correspondence independently; learn to interpret and apply Federal, State, local, and District policies, procedures, laws, and regulations; operate computers and peripheral equipment and utilize word processing, spreadsheet, database programs, presentation, and specialized software used at the department to which assigned; communicate clearly and concisely, both orally and in writing, including effective telephone communication skills; work independently in the absence of supervision; establish and maintain cooperative working relationships with those contacted in the course of work.