School Administrative Assistant

Summary

Los Angeles Unified School District is a public education organization serving students through its schools and educational centers. The School Administrative Assistant manages a school office, supports a school administrator, supervises clerical activities, and coordinates administrative operations including records, staffing, payroll, procurement, and communications.

Responsibilities

• Planning, establishing, and supervising the implementation of clerical procedures in a school office to ensure timely preparation and submission of reports, records, studies, letters, and other materials
• Supervising clerical work related to such matters as enrollment, attendance, curriculum, personnel, organization, budgeting, accidents, student grades, special programs, time reporting, and requisitions and purchase orders for supplies and equipment
• Performing secretarial duties for a principal by arranging appointments, maintaining an appointment calendar, receiving visitors, screening telephone calls and mail, and composing communications from general instructions or rough notes
• Utilizing and supervising the use of applications software to conduct school business including payroll, procurement, financial reports, attendance, personnel matters, and secretarial duties
• Reviewing communications, bulletins, reports, and other items and obtaining information from a variety of sources as requested by the administrator in order to advise on necessary actions and to provide information to school personnel, parents, students, and others
• Answering or referring inquiries, contacts administrative offices and public service agencies, interprets District and school policies, and coordinates and provides approved information to parents, students, school personnel, and the public over the telephone and in person
• Requesting available teachers to cover classes during absences of regular or substitute teachers and maintains related records
• Orienting new and substitute teachers, parent groups, volunteers, and aides in school and office administrative policies and procedures and issues materials, such as daily bulletins, programs, and keys
• Organizing and maintaining files, records and guides
• Performing miscellaneous clerical work, such as filing, typing, relaying messages, operating office machines, and opening and routing mail
• Providing orientation and training for clerical personnel, including those assigned to offices supervised by certificated staff. Advising school administrators on office procedures, layout, equipment, and staffing, and on policies and procedures related to the clerical staff
• Assisting in securing substitute teachers and classified personnel

Skills

• You must be a current or retired employee of LAUSD with 130 paid days in regular status in the Classified Service or permanent status in the Certificated Service or have been laid-off within the past 39 months from a regular, permanent LAUSD position in which you passed probation
• Graduation from high school or evidence of equivalent educational proficiency, preferably supplemented by courses in office management, District software applications, and supervision
• Two years of experience in office clerical work, preferably including one years of experience performing clerical work in a school office
• Experience providing work direction to clerical staff and/or preparing payroll is preferable
• Completion of a course of at least 30 hours in supervision at an adult school or recognized college or university or a certification of completion of the instructor-led Los Angeles Unified School District's Organizational Excellence School Administrative Assistant (SAA) Boot Camp Training Program may be substituted for one year of the aforementioned experience
• A first-aid certificate issued by the Red Cross is preferable
• Ability to speak Spanish may be required for some positions
• A strong understanding of school office policies, procedures, and safety
• A comprehensive understanding of school-based time reporting policies and procedures, and how to utilize the BTS system for time reporting purposes
• A strong understanding of District-specific software such as LRP Shopping Cart and MiSIS
• Resourcefulness, strong analysis and problem-solving skills, and the ability to make sound decisions
• Flexibility and a proven ability to multi-task effectively under pressure and frequent interruptions
• Solid organizational skills and exceptional customer service skills
• Effective verbal and written communication skills

Qualifications

Must Haves

• You must be a current or retired employee of LAUSD with 130 paid days in regular status in the Classified Service or permanent status in the Certificated Service or have been laid-off within the past 39 months from a regular, permanent LAUSD position in which you passed probation
• Graduation from high school or evidence of equivalent educational proficiency, preferably supplemented by courses in office management, District software applications, and supervision
• Two years of experience in office clerical work, preferably including one years of experience performing clerical work in a school office
• Experience providing work direction to clerical staff and/or preparing payroll is preferable
• Completion of a course of at least 30 hours in supervision at an adult school or recognized college or university or a certification of completion of the instructor-led Los Angeles Unified School District's Organizational Excellence School Administrative Assistant (SAA) Boot Camp Training Program may be substituted for one year of the aforementioned experience
• A first-aid certificate issued by the Red Cross is preferable
• Ability to speak Spanish may be required for some positions
• A strong understanding of school office policies, procedures, and safety
• A comprehensive understanding of school-based time reporting policies and procedures, and how to utilize the BTS system for time reporting purposes
• A strong understanding of District-specific software such as LRP Shopping Cart and MiSIS
• Resourcefulness, strong analysis and problem-solving skills, and the ability to make sound decisions
• Flexibility and a proven ability to multi-task effectively under pressure and frequent interruptions
• Solid organizational skills and exceptional customer service skills
• Effective verbal and written communication skills

Benefits

• Paid premiums for your choice of several medical, dental, vision, and life insurance plans.
• Membership in the California Public Employee Retirement System (CalPERS).
• Full-time employees earn up to two weeks of paid vacation to start. Three weeks after five years of year-round paid service.
• Up to 13 days of paid holidays.