Office Specialist at Poway Unified School District Share on X      Print Application Deadline

10/8/2025 4:00 PM Pacific

Date Posted 9/25/2025 Contact Christine Holbrook
858-521-2800 Number of Openings 2 Salary Pay Range
$20.65 - $26.43 Per Hour Length of Work Year 9 1/2 months Employment Type Full and Part Time Job Summary Job Summary

Under the direction of an assigned supervisor, perform specialized and complex technical and administrative clerical support duties involving independent judgment and action within an assigned office and requiring in-depth knowledge of the function or program; assist in assuring smooth and efficient office operations.

Job Description / Essential Elements:    Print    OFFICE SPECIALIST BASIC FUNCTION: Under the direction of an assigned supervisor, perform specialized and complex technical and administrative clerical support duties involving independent judgment and action within an assigned office and requiring in-depth knowledge of the function or program; assist in assuring smooth and efficient office operations. REPRESENTATIVE DUTIES: Perform specialized and complex technical and administrative clerical support duties involving independent judgment and action within an assigned office and requiring in-depth knowledge of the function or program; assist in assuring smooth and efficient office operations. E Greet and assist visitors; initiate and receive telephone calls; screen and route calls including emergency calls; take and relay messages; explain office or program policies and procedures; provide technical information and interpretation concerning policies and procedures of assigned program or office according to established guidelines; resolve issues as appropriate. E Provide technical information for the preparation and maintenance of annual budgets; monitor expenditures and balance accounts; prepare forms, benchmarks, invoices and other related information; submit budgetary information according to established schedules. E Compose correspondence; type, format and process a variety of records and documents related to assigned activities such as conference requests, press releases, reimbursements, mileage claims, work orders, statement of absences, revolving cash invoices and requisitions; create departmental forms. E Compile information and prepare and maintain a wide variety of data and reports according to established procedures and time lines; process a variety of forms and applications pertinent to the assignment. E Maintain office and departmental records and files; sort, file and purge materials according to established procedures; release information from files and records to authorized personnel and outside agencies as appropriate. E Input a wide variety of information into computerized database and generate a variety of reports and lists; assure the timely distribution and receipt of a variety of records, logs and reports; request or provide information as necessary to assure completeness and accuracy. E Inventory, order, receive, store and distribute office and departmental supplies, materials and equipment; follow-up with vendors concerning missing or incorrect orders; tabulate, duplicate and forward invoices to appropriate departments. E Locate substitute staff as assigned by the position; identify location and hours required and inform substitutes; order, issue and retrieve keys for substitute personnel; process related paperwork; post absences; maintain related records. E Prepare administrative correspondence, reports and agendas for meetings and conferences with local, regional, and State agencies; attend meetings, in-service trainings and conferences as assigned; maintain rosters, facility use schedules and activity calendars; make travel arrangements. E Assist the supervisor with the administration and operation of programs and activities; maintain current knowledge of program policies, rules and guidelines; assist in the preparation of request for proposals, contract applications and State and federal grants as directed. E Review records according to program guidelines to assure continued eligibility of program participants; receive and verify applications for program services such as bus passes; receive and review applications to assure compliance with program guidelines; recommend eligible program participants. E Prioritize and distribute work order requests to appropriate trades personnel as assigned by the position; prepare and distribute reports regarding status of open work orders. E Participate in various attendance-related duties as assigned by the position; collect and scan attendance sheets; calculate, prepare and maintain attendance reports and lists according to established procedures and timelines; maintain student database system regarding attendance information. E Operate a variety of office equipment including a fax machine, copier and a computer and assigned software. E 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. E Collect and account for various monies and fees for assigned office; prepare bank deposits; maintain related accounting records; communicate with Finance and Purchasing departments regarding invoices and contractor payments. E Train and provide work direction and guidance to clerical staff and student assistants as assigned by the position; assist with recording and computing time sheets as assigned. E Assist with a variety of seasonal program activities as directed; prepare, assemble and update instructional materials and forms; assist supervisor with staff organization and other activities. Perform related duties as assigned. KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: Modern office practices, procedures and equipment. Operations, procedures, specific rules and precedents of the office. Telephone techniques and etiquette. Appropriate terminology of assigned function or program. Correct English usage, grammar, spelling, punctuation and vocabulary. District organization, operations, policies and objectives related to assigned functions. Applicable sections of State Education Code and other applicable laws. Interpersonal skills using tact, patience and courtesy. Oral and written communications skills. Operation of a computer and assigned software. Train and provide work direction to others. ABILITY TO: Perform specialized and complex technical and administrative clerical support duties. Interpret, apply and explain applicable laws, codes, rules, regulations, policies and procedures. Provide technical information and interpretation concerning policies and procedures of assigned program or office. Answer telephones and greet the public courteously. Establish and maintain office and departmental records and files. Type or input data at an acceptable rate of speed. * Compile, assemble, verify and prepare data for records and reports. Compose correspondence and written materials independently. Work independently with little direction. Train and provide work direction and guidance to others. Communicate effectively both orally and in writing. Establish and maintain cooperative and effective working relationships with others. Meet schedules and time lines. Plan and organize work. Add, subtract, multiply and divide quickly and accurately. Operate a variety of office equipment including a computer and assigned software. Complete work with many interruptions. EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school and three years of responsible clerical experience involving frequent public contact. SELF-CERTIFICATION OF TYPING/KEYBOARDING SKILLS: * This classification requires that incumbents be skilled in typing/keyboarding at a minimum of 45 words per minute. A typing test will not be given. Applicants must certify in writing that they have such skills. Demonstrated proficiency will be expected during the probationary period for the class. 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. Seeing to read a variety of materials. Sitting for extended periods of time. Bending at the waist, kneeling or crouching to file materials. Requirements / Qualifications

The current vacancy is for 10 months worked, 40 hours per week, in the Special Education Department within the District Office. However, other Office Specialist positions vary in terms of hours worked, ranging from 30 to 40 hours per week, and from 9.5 to 12 months worked. Selection Procedure Applications will be screened, and those candidates whose backgrounds best match the requirements of the position will be invited to participate in a competitive examination process, which may include any combination of the following: Training & Experience evaluation (T&E), multiple-choice question test, job-related performance exercise, and technical/ oral appraisal interview. Examination procedures are subject to change as deemed necessary by the Director of the Personnel Commission. Candidates who pass all of the examination processes are ranked on an eligibility list according to their score(s). Selection for the position will be made from among the top three (3) ranks of candidates. The eligibility list will be used for hiring purposes in other vacancies in the same, or equivalent, job classification and will be active for six (6) months (Merit Rule 50.100.1).

EDUCATION AND EXPERIENCE: Graduation from high school and three years of responsible clerical experience involving frequent public contact. SELF-CERTIFICATION OF TYPING/KEYBOARDING SKILLS: * This classification requires that incumbents be skilled in typing/keyboarding at a minimum of 45 words per minute. A typing test will not be given. Applicants must certify in writing that they have such skills. Demonstrated proficiency will be expected during the probationary period for the class.

Requirements / Qualifications

The current vacancy is for 10 months worked, 40 hours per week, in the Special Education Department within the District Office. However, other Office Specialist positions vary in terms of hours worked, ranging from 30 to 40 hours per week, and from 9.5 to 12 months worked. Selection Procedure Applications will be screened, and those candidates whose backgrounds best match the requirements of the position will be invited to participate in a competitive examination process, which may include any combination of the following: Training & Experience evaluation (T&E), multiple-choice question test, job-related performance exercise, and technical/ oral appraisal interview. Examination procedures are subject to change as deemed necessary by the Director of the Personnel Commission. Candidates who pass all of the examination processes are ranked on an eligibility list according to their score(s). Selection for the position will be made from among the top three (3) ranks of candidates. The eligibility list will be used for hiring purposes in other vacancies in the same, or equivalent, job classification and will be active for six (6) months (Merit Rule 50.100.1).

EDUCATION AND EXPERIENCE: Graduation from high school and three years of responsible clerical experience involving frequent public contact. SELF-CERTIFICATION OF TYPING/KEYBOARDING SKILLS: * This classification requires that incumbents be skilled in typing/keyboarding at a minimum of 45 words per minute. A typing test will not be given. Applicants must certify in writing that they have such skills. Demonstrated proficiency will be expected during the probationary period for the class.

Comments and Other Information Poway Unified School District offers an excellent benefits package for eligible employees who are contracted for 20 (twenty) or more hours per week. Benefits include: Retirement – CalPERS Holidays – 16 paid holidays per year (based on 12 month employment contract) Vacation – Starting at 12 days per year for 12 month employees, increasing with length of service Sick Leave – 12 paid sick days per year (for 12 working months) Medical and Prescription Insurance Dental Insurance Vision Insurance Life Insurance Travel Insurance Flexible Spending Accounts Wellness/Mental Health Benefit Flexible Benefit Plan Options For further information regarding our benefits, please visit our website at: https://www.powayusd.com/apps/pages/benefits Comments and Other Information
Poway Unified School District offers an excellent benefits package for eligible employees who are contracted for 20 (twenty) or more hours per week. Benefits include: Retirement – CalPERS Holidays – 16 paid holidays per year (based on 12 month employment contract) Vacation – Starting at 12 days per year for 12 month employees, increasing with length of service Sick Leave – 12 paid sick days per year (for 12 working months) Medical and Prescription Insurance Dental Insurance Vision Insurance Life Insurance Travel Insurance Flexible Spending Accounts Wellness/Mental Health Benefit Flexible Benefit Plan Options For further information regarding our benefits, please visit our website at: https://www.powayusd.com/apps/pages/benefits Links Related To This Job View Other Job Desc. / Ess. Elem. CalPERS Links Not all postings qualify for CalPERS. Informational Only. CalPERS Retirement Benefits ADD TO WISHLIST VIEW JOB WISHLIST APPLY (Current Employees ONLY) APPLY QUICK APPLY