Overview
Administrative Assistant Jobs in San Diego, CA at ProTec Building Services
JobID: 11960
Position Type:
Secretarial/Clerical/Executive Office Personnel
Date Posted:
3/21/2025
Location:
James Mitchem Early Childhood Center
Closing Date:
03/28/2025
VACANCY: The Valley View Public School District is seeking an individual to fill a full time Executive Office Personnel position.
JOB SUMMARY: The high school executive secretary is responsible for providing varying levels of administrative support to their immediate supervisor or building administrator by completing accounting tasks, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging school events, participating in emergency drills and scheduling meetings. May also train and supervise lower-level clerical staff.
ESSENTIAL FUNCTIONS:
Perform general clerical duties such as answering phones; greeting visitors; scheduling meetings; sorting and distributing U.S. and inter-district mail; typing correspondence; filing, preparing and initiating Parentlink calls; completing data entry; attending district meetings; distributing supplies; and preparing/distributing parent event flyers.
Additional responsibilities will be assigned to certain areas such as, but not limited to: Principal’s Office, Assistant Principal’s Office, Student Services, Attendance, Bookstore, Phoenix Program and Registrar.
Each supervisor will assign specific duties from the list below related to the various roles within their building and department as needed. This list is not meant to be an all inclusive list, but rather to define with as much latitude as possible to the essential functions of this position.
Organize, maintain and manage school budget and it’s various accounts by recording purchases and reconciling on a monthly basis.
Perform purchasing functions such as creating purchase orders, reconciling P-Card purchases, and meeting with vendors to procure pricing.
Administer the school Trust Account, which includes collecting, documenting, and depositing monies generated by fundraisers or other events within the school Trust Account. Pay bills associated with the Trust Account and complete the monthly bank reconciliation.
Act as building registrar by requesting and forwarding records, creating and maintaining cumulative health file, and complete entry of daily add and drops.
Facilitate Fee Keeper responsibilities, which includes handling of all student fees, data entry, appropriate posting and submission of funds to the Administration Center, maintaining the collection website, generating fee letters and various reports, managing installment plans, and coordinating “Back to School Day”.
Create and/or manage the annual school calendar to be disseminated at “Back to School Day”, which includes updating events on the calendar and creating an all staff calendar.
Facilitate the new employee process, which include duties such as creating employee folders, gathering emergency contact information, confirming e-mail log-ins, providing new employee with keys, swipe cards, copier access, and a copy of the district student and building staff handbook.
Prepare and organize parent teacher conferences which includes setting up the website, scheduling or entering conferences,sending notification to parents, and providing support for administrators, staff and parents as needed.
Prepare for school parent events, which may include ordering refreshments, updating and copying information for parents, initiating Parentlink reminder calls, and accepting school fees.
Organize and manage the “Back to School Day”, which includes preparing the fee letter packet, processing mail-in registrations, securing volunteers, submitting set-up information to the technology department, creating parent information and various handouts, help with event set up and other duties as needed.
Maintain the employee attendance system, which includes creating and maintaining substitute preference lists and employee absences, printing daily attendance report, contacting substitutes as needed, providing substitutes with building identification/information, and supporting administrator with the scheduling of internal subs.
Process and maintain employee extra hours, internal sub hours, and automated time clock approvals. Prepare co-curricular stipend payments, as required by administrator.
Schedule buses for approved field trips using the Versatrans scheduling program and procuring substitutes for teachers as needed.
Organize major student events throughout the school year, which may include assisting the administrator with preparing certificates, ordering awards, organizing events, creating and typing of programs, inviting parents, organizing picture days and graduation.
Assist with interpreting parent phone calls, meetings and/or translating written communication, if applicable.
Attend evening events including but not limited to: open house, parent/teacher conferences, and graduation, as requested.
Serve as a role model for all students and perform their duties to create an environment that is conducive to providing students an enhanced and engaged learning opportunity.
Perform other duties as assigned.
QUALIFICATIONS/SKILLS:
Minimum of high school diploma or G.E.D. equivalent
2 years of college or comparable business school, preferred
At least 3 years or more of secretarial experience, preferred
Must demonstrate a high level of confidentiality.
Must have knowledge of basic accounting principles.
Knowledge and experience with office equipment to include but not limited to copiers, fax machines, printers, computers, phone systems.
Must possess excellent organizational skills.
Effective communication skills with a high level of sensitivity and tact in person and on the phone.
Must possess excellent typing, grammar and computer skills including all Microsoft Office and Google products.
Must be highly organized and be able to work with little or no supervision.
Ability to plan, prioritize, and coordinate multiple projects and to work under pressure to meet deadlines. Must be able to handle stressful situations with professionalism.
Ability to work collaboratively with administration, staff, and stakeholders.
WORKING ENVIRONMENT AND PHYSICAL ACTIVITY: Work is performed in an environment where unusual temperature and hazards are relatively non-existent, the noise level may be moderate to loud. Employee will experience constant interruptions and need to meet time-sensitive deadlines. Work regularly requires the employee to stand, walk, sit, talk, hear and occasionally climb stairs. The employee is frequently required to reach with hands and arms, stoop, bend, and kneel. The employee must occasionally pull, push, lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
PAY SCHALE AND BENEFIT DISCLOSURE: Salary is in accordance with the Office Personnel Salary Schedule.
Benefits:
Medical/Vision and Dental coverage through BCBSIL
FSA and Dependent Daycare accounts
Life, AD&D, and Long-Term Disability insurance
Tuition Reimbursement
Salary Advancement
IMRF contribution included in base salary
403B
TERMS OF EMPLOYMENT: The work year for this position is 228 days. The salary is paid in accordance with the current office personnel salary schedule. The District offers excellent fringe benefits including life, health and dental insurance.
APPLICATION PROCEDURE: Applicants should apply online at www.vvsd.org and upload a letter of application with a resume and three (3) letters of recommendation, dated within the last twelve (12) months.
SELECTION PROCEDURE: The deadline for receiving applications is Open Until Filled. Interviews with selected applicants will be held as soon as practicable.
Equal Opportunity Employer
Title: Administrative Assistant
Company: ProTec Building Services
Location: San Diego, CA
