Program Assistant/CCSPP at McFarland Unified School District (2024)

Kori Harrison

Job Description / Essential Elements: Print

CLASS TITLE: PROGRAM ASSISTANTBASIC FUNCTION:Under the direction of an assigned supervisor, perform varied and responsible secretarial duties in support of an assigned program; coordinate flow of communications; organize and assure smooth and efficient office and program operations.REPRESENTATIVE DUTIES:ESSENTIAL DUTIES:Perform varied and responsible secretarial duties in support of an assigned program; compose independently or from oral instruction, letters and memoranda requesting or providing information or dealing with routine matters.Coordinate flow of communications; greet and assist visitors; initiate and answer telephone calls; take messages; screen and route calls; respond to inquiries and provide technical information related to office programs, schedules, activities, policies and procedures.Communicate with other departments, staff and outside organizations to coordinate activities, resolve issues or concerns and exchange information; organize and assure smooth and efficient office operations.Compile information, input data and generate a variety of computerized reports according to established procedures and timelines; maintain automated records as assigned; assure accuracy and completeness of office data, records and reports.Prepare and maintain a variety of records and reports related to assigned activities; create and prepare forms, flyers, announcements, billings, purchase orders, requests, certificates and other materials as assigned; establish and maintain filing systems; submit reports and data to appropriate administrator, department or agency.Participate in intake or enrollment activities for assigned office; maintain records of client needs and services provided; refer clients to outside agencies for services as needed; input data into appropriate computer system; assure program eligibility as assigned by the position; provide clients with program information as requested.Type letters, reports, memoranda, records, forms, lists and other materials from straight copy, rough drafts and oral instructions; process a variety of forms and applications; duplicate and distribute materials as appropriate.Monitor inventory levels of office supplies; order, receive, distribute and store office supplies as directed.Operate a variety of office equipment including a copier, fax machine, typewriter, computer and assigned software.Schedule appointments, conferences and meetings for the administrator and support staff as assigned; attend meetings and prepare agendas and minutes as directed. Receive, open, sort, screen and distribute incoming mail; assist in the preparation and dissemination of materials and information to the public and staff regarding various events and programs.OTHER DUTIES:Perform related duties as assigned.KNOWLEDGE AND ABILITIES:KNOWLEDGE OF:Terminology, processes and operations of assigned program.Modern office practices, procedures and equipment.Operation of a computer and assigned software.Record-keeping techniques.Business letter and report writing techniques.Telephone techniques and etiquette. Basic research methods.Applicable laws, codes, rules and regulations related to assigned activities.Correct English usage, grammar, spelling, punctuation and vocabulary. Interpersonal skills using tact, patience and courtesy. Oral and written communication skills.ABILITY TO:Perform varied and responsible secretarial duties in support of an assigned program.Coordinate flow of communications.Organize and assure smooth and efficient office operations.Operate a variety of office equipment including a computer and assigned software.Compose correspondence and written materials independently or from oral instructions.Establish and maintain a variety of filing systems.Interpret, apply and explain laws, rules, regulations, policies and procedures. Learn organization operations, policies and objectives. Work independently with little direction. Meet schedules and time lines.Understand and work within scope of authority.Type or input data at an acceptable rate of speed.Maintain records and prepare reports.Complete work with many interruptions.Establish and maintain cooperative and effective working relationships with others. Communicate effectively both orally and in writing. EDUCATION AND EXPERIENCE:Any combination equivalent to: graduation from high school and three years of clerical or secretarial experience involving frequent public contact.WORKING CONDITIONS:ENVIRONMENT:Office environment.Constant interruptions.PHYSICAL DEMANDS:Dexterity of hands and fingers to operate a computer keyboard.Hearing and speaking to exchange information in person and on the telephone.Sitting or standing for extended periods of time.Seeing to read a variety of materials.Bending at the waist, kneeling or crouching to file materials.

Must pass Clerical Test with a score of 70% or better. Qualified applicants will be notified through email prior to the test date of the location, date, and time. Applicants that pass the test are not guaranteed advancement in the selection process. If we determine that you meet the minimum requirements for the position, you will be notified of the date and time of the written exam which is the first phase of our recruitment process.

INCOMPLETE APPLICATIONS WILL NOT BE ACCEPTEDPlease submit the following documents: