Under the direction of a Chief, Senior Director, Director or Administrator, to perform complex and difficult technical duties in specialized administrative, technical and staff support functions; and to supervise administrative support services vital to the Department's Mission. To provide direction and coordination of maintenance of department records and files; preparation of complex reports; provide information and assistance in person and on the telephone to District personnel and the public regarding the Mission of the assigned Department. To assist the Department Manager by collecting data; interpreting its relevance to a particular discipline, exercising informed judgment, and providing verbal and written updates in assigned areas of responsibility. May perform advanced grant research and prepare complex grant applications. Interacts with external funding agencies to insure accountability and compliance. Responsible to create, research, prepare and maintain specialized reports, records and files required in connection with department work processes. Interacts with District administrators, staff, faculty and parents on highly technical matters and reinterprets them into lay understanding. Represents the Department Manager on various committees and work groups throughout the Compton Unified School District, and in the general community. To be adept at influencing outcomes with and without direct supervisorial authority. To be skilled in Microsoft Office applications such as: WORD, EXCEL, POWERPOINT, OUTLOOK, and PUBLISHER. To be able to train staff in the use of Microsoft OFFICE applications. Demonstrated competency in: BOARD DOCs, PEOPLESOFT, LACOE-HRS, LABELS-LISTS-LETTERS (LLL), and HRTS. To contribute excellence in becoming part of the assigned Department's supervisory team. May supervise any clerical, technical and/or paraprofessional staff assigned to their department and provide necessary training to same. To possess an optimistic "can do" attitude and to be a "positive influence" on the work product of others in the department. To perform such other related duties as assigned.
Supervises and performs difficult technical and administrative work in support of a department's functions and processes with independent accountability.
Supervises, plans, organizes and coordinates activities to assist program administrators; performing complex technical and administrative tasks of equivalent difficulty with minimal direction; conceptualizes, designs and creates complex and sophisticated graphic layouts, forms, formats, letterheads, announcements, logos, presentations and other documents.
Supervises and performs independent research into sources of funding for specialized education-based programs in the District.
Supervises and prepares complex grant applications for submission to funding agencies; supervises preparation of related grantee performance reports; supervises and prepares related technical staff work necessary to the successful procurement of grant resources for the District.
Supervises and performs department liaison functions; supervises communication with various groups to provide detailed information of department and program policies and procedures.
Supervises receipt of calls and skillfully handles inquiries regarding department functions and responsibilities; supervises research and responds to requests.
Supervises organization and assists with activities, special projects, meetings and workshops; develops and supervises processes for assigning and completing complaint procedures; coordinates and supervises in-services staff development training.
Supervises creation, development, maintenance and updating of specialized custom forms, databases, logs, files, records and reports to support technical work processes in areas of assigned responsibility.
Supervises and designs, develops and maintains spreadsheets requiring data interpretation and manipulation; supervises assembly, typing and maintenance of bid specification packages; schedules division work orders, performs preliminary assessments of work order requirements, and records detailed information on work performed and associated costs.
Supervises research and compilation of data for specialized reports and special projects; ensures data accuracy; supervises preparation of curriculum products and board agendas.
Supervises, organizes, maintains and updates confidential subject, project and specialized technical files, documents and records; supervises creation, maintenance and updating of filing systems; supervises copying, compilation and distribution of contracts, reports, documents and other materials.
Supervises maintenance of department and staff budget information and monitors against expenditures; prepares reports; notifies schools or staff when they have exceeded their budget.
Supervises staff in attendance and makes arrangements for a variety of meetings as required; organizes materials and workshops; makes arrangements for conferences, including coordinating and scheduling reservations for meeting rooms and office equipment.
Supervises and on a relief basis, may perform secretarial functions for department managers, supervisors and staff; supervises the answering, screening and direction of telephone calls and messages; greets and directs visitors; prepares and maintains calendars; administers the department's online calendar; types, formats, edits, revises, proofreads and prints reports, correspondence, agreements, contracts, board items and other specialized and technical materials ranging from routine to complex; types from rough notes, drafts, dictation, modified standard formats and brief oral instructions; designs and creates customized forms and charts; edits and revises materials on portable storage devises; reviews documents for accuracy, completeness and compliance with District requirements; enters information in databases; may supervise and provide translations and translates correspondence and documents; supervises opening, screening and distribution of mail and correspondence.
Supervises maintenance of staff attendance reports and records; computes fees for accurate payments and sends to appropriate departments for payment; processes stipends, additional assignments and substitute time cards; signs time cards of assigned subordinates.
Supervises staff in attendance and makes arrangements for a variety of meetings as required; organizes materials and workshops; makes arrangements for conferences, including coordinating and scheduling reservations for meeting rooms and office equipment.
Supervises and on a relief basis, may perform secretarial functions for department managers, supervisors and staff; supervises the answering, screening and direction of telephone calls and messages; greets and directs visitors; prepares and maintains calendars; administers the department's online calendar; types, formats, edits, revises, proofreads and prints reports, correspondence, agreements, contracts, board items and other specialized and technical materials ranging from routine to complex; types from rough notes, drafts, dictation, modified standard formats and brief oral instructions; designs and creates customized forms and charts; edits and revises materials on portable storage devises; reviews documents for accuracy, completeness and compliance with District requirements; enters information in databases; may supervise and provide translations and translates correspondence and documents; supervises opening, screening and distribution of mail and correspondence.
Supervises maintenance of staff attendance reports and records; computes fees for accurate payments and sends to appropriate departments for payment; processes stipends, additional assignments and substitute time cards; signs time cards of assigned subordinates.
Supervises and provides guidance and direction to other office clerical, technical and paraprofessional employees; trains employees on office policies and procedures and use of department forms; prioritizes and schedules duties and assignments; delegates and monitors work assignments for specially-funded programs.
Performs computer troubleshooting and dispatches calls for repairs; upgrades and maintains software applications; provides training to staff on software applications.
Completion of 12th grade or equivalent and four years of increasingly responsible office administrative, specialized administrative support or secretarial experience. A Bachelor's degree or completion of four years of college in public or business administration or a related field. Additional experience may be substituted on a year-for-year basis for the education and degree requirement. Demonstrated competency in WORD, EXCEL and OUTLOOK. Desirable: A minimum of two years of experience at the supervisory level.
Licenses and other Requirements:
Possession of a valid and appropriate California Driver's License. Insurability by the district liability insurance carrier may be required. May be required to provide own transportation to sites during workday.
