Office Assistant

Job Description:

Office Assistant

Description

Under the general direction of the supervisor, the Office Assistant provides clerical support to assigned personnel; communicates information to staff and the public; provides complete and accurate records; and provides information and/or direction as may be requested.

The incumbents in this classification provide the school community with clerical support activities which directly supports student learning and achievement.

The following alphabetical list of functions, duties and tasks is typical for this classification.

Incumbents may not perform all of the listed duties and/or may be required to perform other closely related or department-specific functions, duties and tasks from those set forth below to address business needs and changing business practices.

• Assists with processing of documents, forms, mailings and materials (e.g., attendance, enrollments, scoring tests) to disseminate information to appropriate parties.
• Attends department and/or in-service meetings, trainings, and/or workshops.
• Collects data to prepare reports and/or process forms.
• Distributes materials (e.g. test scores) to appropriate staff member or outside party.
• Maintains inventory of supplies and materials (e.g., forms, office supplies).
• Maintains manual and electronic documents files and records (e.g., letters, forms, reports) to provide up-to-date information and/or historical reference.
• Performs general clerical functions such as copying, faxing, data entry, filing, and answering phones.
• Prepares standardized documents (e.g., form letters and memos) to communicate information to other parties.
• Responds to inquiries over the phone and in-person to provide information and/or direction.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit, including various mandatory district trainings.

KNOWLEDGE, SKILLS AND ABILITIES

(At time of application)

Knowledge of:

• Basic math, including calculations using fractions, percentages, and/or ratios
• English usage, grammar, punctuation, and spelling
• Usage of common office equipment
• Current office methods and practices
• Computer usage and pertinent software applications
• Customer service principles and practices

Skills and Abilities to:

• Prepare and maintain accurate records
• Train others
  
  
• Understand multi-step written and oral written procedures
  
  
• Gather, collate, and/or classify data
• Work with a wide diversity of individuals in a variety of circumstances
  
  
• Problem solve to identify issues and select action plans
  
  
• Establish and maintain effective working relationships
• Work as part of a team
  
  
• Read, write, and communicate clearly in both English and a second language (usually Spanish) may be required
• Provide quality customer service

RESPONSIBILITY:

Responsibilities include: working under direct supervision using standardized routines; providing information and/or advising others; and operating within a defined budget.

There is some opportunity to affect the organization's services.

(At time of application and in addition to the Knowledge, Skills and Abilities listed above.)

EDUCATION REQUIRED:

High School diploma or equivalent.

EXPERIENCE REQUIRED:

Six (6) months of clerical experience in an office environment

LICENSE(S) REQUIRED:

• Valid, current California Driver's License, or other means of transportation to perform deliveries at times.

CERTIFICATIONS AND TESTING REQUIRED:

• Pass the District's applicable proficiency exam for the job class with a satisfactory score
• After offer of employment, obtain:
  • Criminal Justice and FBI Fingerprint Clearance
  • Negative TB test result plus periodic post-employment retest as required (currently every four years)
  • Pre-employment physical exam A through District's provider

SALARY SCHEDULE:

Classified Salary Range: 15

Work Calendar: 201 Days

Work Hours: 7:30 am - 2:30 pm (6 hours/day)

Work Location: Madera South High School

*Materials Required:*

1. Completed application

2. Resume

3. Proof of High School Diploma or Equivalency (copy of official transcript OR copy of diploma is acceptable)

*PC RULES 5.2.1.2 -5.2.1.2 - In-house employees will have first consideration for the position. If sufficient candidates are not available to complete the three ranks, the Personnel Commission will move to include outside candidates.

The examination process will include screening to ensure applications are complete and meet all minimum qualifications. The application requires the completion of a Supplemental Questionnaire to evaluate the applicant's training and experience relative to the required knowledge and abilities for the position. No additional information will be accepted from applicants once the application has been submitted. Only the most qualified applicants who pass the minimum qualifications review will be invited to the examination process.

The examination process will include a competency examination (weighted at 100%). Those candidates achieving a minimum passing score of 70% or higher will be placed on the eligibility list, and the top three ranks will be forwarded to the hiring authority. The Eligibility List is valid for one (1) year from the certified date. This Eligibility list will be used to fill future Office Assistant vacancies.

INITIAL TESTING TENTATIVELY SCHEDULED AS FOLLOWS:

COMPETENCY ASSESSMENT: FEBRUARY 02, 2026

PASSING THE EXAMINATION AND BEING PLACED ON THE ELIGIBILITY LIST DOES NOT GUARANTEE AN OFFER OF EMPLOYMENT

To move forward in the selection process, you must complete an online application through this website. Resumes may be uploaded, but cannot be used in place of a completed application.

SUBMISSION OF APPLICATION: ONCE YOU HAVE SUBMITTED YOUR APPLICATION, YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.

When completing the application, please make sure you include ALLcurrent and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information of your supervisors. The experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.

All required documents must be submitted by the applicant. Personnel Commission staff will not upload your documents for you. The examination process/examination date is subject to change as needs dictate. All communication regarding this process will be delivered via email to the email address listed on your application.

If you have any questions regarding the recruitment process, please contact Personnel Specialist Alejandra Venegas-Chaves at (559) 675-4500 Ext 294 or email alejandravenegaschav@maderausd.org.

ACCOMMODATIONS: Individuals with disabilities requiring reasonable accommodation in the selection process must inform the Madera Unified School District Personnel Commission Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request, including an explanation as to the type and extent of accommodation needed to participate in the selection process.

The Governing Board desires to provide a positive work environment where employees and job applicants are assured of equal access and opportunities and are free from harassment in accordance with the law. The Board prohibits district employees from discriminating against or harassing any other district employees and job applicant on the basis of the person's actual or perceived race, religious creed, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, gender identity, gender expression, sex, or sexual orientation. The following person is designated as the Title IX Coordinator:

Prince Marshall

Executive Director of Student and Family Support Services

1820 Howard Road, Madera, CA 93637

559-416-5826

Closing Date/Time: Mon, 26 Jan 2026

Salary:

18.17 - 23.77 Hourly