To be considered for the position you will need to pass the clerical substitute test which is administered online through eSkill Assessments. Once you submit your application you will receive an invitation to the test. 

 

DEFINITION:  Under general supervision, performs work of moderate difficulty in providing basic secretarial/clerical assistance; and performs related work as required.

 

EXAMPLES OF DUTIES:

• Takes and transcribes correspondence, memoranda, reports and minutes of meetings from oral or machine dictation, rough drafts, or instruction
• Performs a variety of clerical work related to the function to which assigned including use of a typewriter, computer terminal and other standard office equipment
• Compiles and types a variety of documents, technical and statistical reports, budgets and other materials where knowledge of format and presentation is necessary
• Answers correspondence independently
• Reviews and checks documents, records and forms for accuracy, completeness and conformance to applicable rules and regulations
• Posts information to records where selection is based on use and purpose of the records
• Compiles and tabulates statistical data
• Services as receptionist
• Screens visitors and telephone calls
• Answers inquiries and furnishes information concerning standards, procedures, and programs
• Develops and maintains files and records
• Orders and maintains supplies and materials
• Opens, sorts, and distributes mail
• Makes appointments
• Operates varied office equipment
• May supervise one or more subordinate employees
• Schedules and coordinates departmental and district meetings
• Keeps tapes and transcripts of meetings
• Prepares correspondence, memos and agendas for meetings within guidelines of the Education Code Sections
• Maintains case files, ensures that due process is followed in cases of suspension, expulsion and truancy
• Maintains financial records, makes bank deposits and balances bank statements
• Maintains records and quarterly reports
• Audits and calculates billing forms
• Schedules audio-visual and other types of equipment
• Performs master scheduling functions
• Interprets printouts
• Maintains daily records of scheduling processes
• Assists new students in orientation procedures
• Receives checks
• Processes and distributes all report cards
• Maintains files relating to student disciplinary concerns
• Serves as an information source regarding school matters to the public through telephone inquiries or visitation to the office
• Assists in some aspects of registration and attendance
• Reviews and relays telephone messages between parents and teachers regarding school related matters
• Compiles, types, and monitors specific budgets
• Arranges for home instruction
• Trains and supervises students
• Prepares the master calendar
• Provides and prepares various forms such as for lockers and use of premises
• Prepares daily bulletins, election ballots, time sheets, student body cards, programs, senior ball bids
• Assists in preparation of graduation exercises
• Arranges for bus transportation
• Arranges for chaperones

 

DESIREABLE QUALIFICATIONS:

 

Training and Experience:  Two years of responsible office experience.  Some positions may require one year of stenographic experience or an equivalent combination of training and experience.

 

Knowledge and Skills:

• Good knowledge of office practices and procedures and standard office machines and equipment
• Good knowledge of letter procedures, forms and terminology
• Some knowledge of basic accounting procedures
• Some knowledge of supervisory principles and techniques
• Good knowledge of district organization, policy and operations
• Working skill in operating a typewriter rapidly and accurately
• Working skill in maintaining various office records, accounts and files
• Some skill in preparing legal documents from general instructions
• Working skill in composing letters or memoranda, preparing reports and establishing records and file systems
• Working skill in working independently without specific instructions
• Working skill in establishing effective relationships with other employees and the public
• Working skill in taking dictation either for shorthand or stenotype machine and transcribing dictation with speed and accuracy is required in some positions
• Working skill in communicating effectively with the public and school staff
• Working skill in the operation of a computer terminal

 

School position may require some skill in administering first aid.

 

 

DIABLO UNIFIED SCHOOL DISTRICT    5/90