School Administrative Assistant II

BERKELEY SCHOOLS
Berkeley, California United States  View Map
Posted: Oct 01, 2025
  • Salary: 4998.15 - 6109.03 Monthly USD
  • Full Time
  • Clerical and Administrative Support
  • Job Description

    BASIC FUNCTION:

    Under the direction of an elementary, middle or alternative school principal, plan, organize and coordinate a wide variety of administrative and other office functions and activities related to the administration and operations at the school; serve as administrative support to the principal and coordinate communications between students, parents, staff and visitors; train, assign and coordinate the work of assigned school personnel.

    DISTINGUISHING CHARACTERISTICS:

    The School Administrative Assistant II classification provides primary support to an elementary, middle or alternative school principal. Incumbents require thorough knowledge of school operations, policies and procedures and serve as the school office lead.

    The School Administrative Assistant III classification provides primary and complex administrative support to the high school or adult school principal. Incumbents require thorough knowledge of school operations, policies and procedures, and serve in a lead capacity, providing training and guidance to other clerical staff in the office.

    The School Administrative Assistant I classification supports a certificated administrator at a school and may serve as an office lead.

    REPRESENTATIVE DUTIES:

    ESSENTIAL DUTIES:

    • Plan, organize and coordinate a wide variety of administrative and other office functions and activities related to the administration and operations at the school; assist in assuring smooth and efficient office operations; coordinate and organize office communications and information.

    • Greet and assist students, parents, staff, and visitors; initiate and receive telephone calls; screen and route calls; take and relay messages; provide general information concerning school operations and activities and related rules, policies and procedures

    • Assist the Human Resources Department with facilitating site substitute coverage using the automated substitute employee management system; greet and assist substitute employees by providing keys, materials and pertinent information

    • Train, assign and coordinate the work of assigned school personnel; prepare absentee forms as directed; review work for accuracy, completeness and compliance with established guidelines and procedures

    • Coordinate, schedule and attend a variety of meetings as assigned; prepare and send out notices of meetings; maintain appointment and activity calendar for the school and the principal; reserve facilities; collect and compile information for meetings, projects and workshops; prepare agendas and take minutes as directed

    • Participate in scheduling and coordinating various special events and other activities as assigned by the position

    • Prepare personnel requisitions for position or staffing changes using the District systems and based on information provided by the budget manager; submit personnel requisitions to the budget manager for approval and route to appropriate department for approval and/or processing;

    • Collect and code timesheets according to information provided by the budget manager and submit timesheets to the budget manager for approval; route timesheets to appropriate department for approval and/or processing according to established timelines and procedures

    • Monitor accuracy of student enrollment; add/drop/transfer students as needed; assign teachers and students to classes/sections;

    • Clear student absences and correct student attendance based on telephone logs, emails and parental notes; prepare student attendance letters and generate student attendance reports

    • Administer first aid according to established procedures as needed; log medications provided to the students; generate, update and distribute the health alert list to staff for students with food allergies and medical conditions

    • Perform other activities in support of the assigned office including registering/transferring students, receiving and processing money for fees, maintaining sign in/sign out sheets, and assisting with students sent to the office for health, discipline or other matters; participate in coordinating events such as graduation/promotion, picture days, mandated health screenings

    • Compose correspondence; keyboard, format and process a variety of records and documents related to assigned activities such as letters, lists, memoranda, bulletins, reports, requisitions, flyers, posters, forms, packets or other materials from detailed or rough copy; prepare contracts using fillable form and based on information provided by budget manager; proofread completed assignments

    • Input a variety of data into an assigned computer system; maintain automated records and files; initiate queries and generate a variety of computerized lists, spreadsheets and reports as requested; assure accuracy of input and output data

    • Compile information and prepare and maintain a variety of records and reports related to school programs and activities; review and verify accuracy and completeness of various documents; establish and maintain filing systems; coordinate printing and distribution of report cards as assigned by the position; process and review various forms and applications as needed

    • Receive, open, sort, screen and distribute incoming mail; receive and respond to e-mails; assist in the preparation and dissemination of materials and information to the public and staff regarding various events and programs

    • Operate a variety of office equipment including a calculator, copier, laminator, fax machine, computer and assigned software; operate a two-way radio as assigned.

    • Communicate with staff and outside agencies to exchange information and resolve issues or concerns.

    Monitor inventory levels of office and school supplies; order, receive and assure adequate inventory levels of office and school supplies; prepare purchase requisitions for supplies and services using District systems and based on information provided by the budget manager; submit purchase requisitions to the budget manager for approval; submit purchase requisitions to the appropriate department for approval and/or processing

    OTHER DUTIES:

    Perform related duties as assigned

    KNOWLEDGE OF:

    Modern office practices, procedures and equipment

    Policies and objectives of assigned programs and activities

    Attendance policies, guidelines and procedures

    Record-keeping and report preparation techniques

    Telephone techniques and etiquette

    Correct English usage, grammar, spelling, punctuation and vocabulary

    Business letter and report writing, editing and proofreading

    Computer and assigned software

    Methods of collecting and organizing data and information

    Oral and written communication skills

    Interpersonal skills using tact, patience and professionalism

    Basic math

    Basic first aid and CPR techniques

    ABILITY TO:

    Plan, organize and coordinate a wide variety of administrative and other office functions and activities related to the administration of diverse programs and operations

    Answer telephones and greet the public professionally

    Assist in assuring smooth and efficient office operations

    Interpret, apply and explain applicable laws, codes, rules and regulations

    Maintain records and prepare reports

    Keyboard or input data at an acceptable rate of speed

    Operate a variety of office equipment including a computer and assigned software applications and systems

    Understand and follow oral and written directions

    Establish and maintain cooperative and effective working relationships with others

    Communicate effectively both orally and in writing

    Compose correspondence and written materials independently or from oral instructions

    Complete work with many interruptions

    Meet schedules and timelines

    Receive, sort and distribute mail

    Add, subtract, multiply and divide quickly and accurately

    Administer basic First aid and CPR as needed

    EDUCATION AND EXPERIENCE:

    Any combination equivalent to: graduation from high school supplemented by college-level course work in business, secretarial science or related field and five years of increasingly responsible secretarial and clerical school office experience involving public contact

    LICENSES AND OTHER REQUIREMENTS:

    Valid First Aid and CPR certification issued by an authorized agency preferred

    Some incumbents in this classification may be required to speak, read and write in a designated second language

    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 or kneeling to file or retrieve materials

    HAZARDS:

    Contact with dissatisfied or abusive individuals

    Exposure to blood-borne pathogens and infectious diseases

    Exposure to illness and contagious conditions (e.g., lice, chicken pox, flu)

    OTHER: Proof of identification for completion of Form I-9, Employment Eligibility Verification, must be submitted at the time of processing for employment.

    EXAMINATION INFORMATION:

    The first step in the examination process is the application screening and whether or not the candidate meets the minimum qualifications listed.

    The testing process may consist of a written exam; an oral exam; a performance exam; a structured interview (SI); a qualification appraisal interview (QAI); an evaluation of training & experience/education (T&E) and/or any combination thereof.

    ONLY the No Child Left Behind (NCLB) test requires and is mandated to have a passing score of 70 on each of the three parts of the test.

    All other tests will have a passing score set between 50 and 99 depending of a variety of factors affecting that specific recruitment.

    All candidates must pass the first examination process to be invited to the next step/test in the process.

    As the testing process consists of a minimum of two examination processes; the weight of each those processes may be determined at any step in the processes.

    Qualified candidates will be notified of the date, time, and place of the examination(s)/test(s).

    Candidates will be notified of the minimum pass points/test score for each examination and/or test in the examination process.

    OTHER: Proof of identification for completion of Form I-9, Employment Eligibility Verification, must be submitted at the time of processing for employment.

    SALARIES: All salaries as stated are based on present information and are subject to change. Appointments are made at the minimum salary shown in the posting and increases are granted at intervals based on anniversary date.

    Notification of Non-Discrimination Policy

    The Berkeley Unified School District is committed to fostering a positive working environment for its employees. Accordingly, BUSD practices shall be free from discrimination, harassment, intimidation and bullying of any employee based on an employee's actual race, color, ancestry, national origin, ethnic group identification, age, religion, marital status, physical or mental disability, sex, sexual orientation, gender, gender identity, or gender expression; the perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics.

    The Board also prohibits retaliation against any district employee or job applicant who complains, testi?es or in any way participates in the district's complaint procedures instituted pursuant to this policy.

    The following employee has been designated to handle questions and complaints of alleged discrimination regarding Board Policy 4030:

    Compliance Officer and Title IX Coordinator

    2020 Bonar Street, Room 116

    Berkeley, CA 94702

    Phone: 510-486-9338

    Email: nondiscrimination@berkeley.net

    Closing Date/Time: Tue, 21 Oct 2025
  • ABOUT THE COMPANY

    • Berkeley Unified School District
    • Berkeley Unified School District

    About the District

    Since the founding of the University of California, Berkeley in 1868 and the establishment of Berkeley’s first high school in 1879, Berkeley’s community has been proud to be a leader in public education.  In 1968, the Berkeley Unified School District was the nation’s first school district to desegregate without a court order.  What you should know about our District:

     

    • Students are our priority.
    • We take pride in our diversity.
    • We hold high expectations for ourselves and our students.
    • We treat each other with respect and act with integrity.

    Berkeley Unified is responsible for educating more than 9,400 individual students in 11 public elementary schools, 3 middle schools, one comprehensive high school, and an alternative high school. In addition, the district has 3 preschool facilities and an Adult School serving several thousand students each year. With a tradition of excellence rooted in a vibrant community, Berkeley Unified alumni have become national and international leaders in business, civic society, politics, academia, sports and the arts. Students and staff in Berkeley Unified come from a wide variety of ethnic and socioeconomic backgrounds, surrounded by one of the most intellectually and culturally rich regions in the United States.

    The Mission, Vision, Values, and Goals of Berkeley Unified are encapsulated in the four E’s:

    • Excellence
    • Equity
    • Engagement
    • Enrichment

    Excellence in Learning, in Teaching, and in Service to our Students and Families

    Equity in Access, in Resource Allocation, and Educational Outcomes

    Engagement with Parents, Guardians, Families, and Community

    Enrichment in Curriculum with Music & the Arts, Libraries, Gardens & Nutrition, Science & Health, Physical Education & Sports

    Parent and Community Involvement
    The Vision for BUSD is one in which parents, family, and community are an integral part of each school. When parents and families get personally involved in education, their children do better in school and grow up to be more successful in life.  This is why Berkeley has dedicated resources and specialized staff to support the home-school partnership and to give all parents/guardians access to understanding opportunities and services available for their children.

    Public Support
    Over the past 25 years, the Berkeley Unified School District’s ability to provide well-rounded educational resources and opportunities to all students has been significantly boosted by the generous financial support of local taxes that augment the General Fund for specific purposes.

    Berkeley voters have overwhelmingly supported the Berkeley Schools Excellence Program (BSEP), a special local tax first adopted in 1986 and renewed consistently since then, most recently as Measure A in 2006. (1986 to present)

    Berkeley voters are as committed to the safety and modernization of school and district facilities as to the students and educational programs they house, most recently evidenced in the renewal of a maintenance special tax and a new facilities bond in 2010.

    • Facilities Bonds (1992, Measure BB of 2002, Measure I of 2010)
    • Maintenance Parcel Tax (Measure H of 2010)

    Very Low Class Size
    Berkeley Public schools have among the lowest class sizes in the state. While many school districts have exceeded 20 students in kindergarten through third grade, thanks to the BSEP tax measure Berkeley has maintained 20:1 since 1984. Grades 4 and 5 classrooms have average student-teacher ratios of 26-1, again much lower than the state average.

    • All Berkeley elementary schools have fewer students than the state average of 525 students — in fact, the Berkeley average is 375.
    • The average student-teacher ratio in academic classrooms in middle school is less than 28:1, and many math classes are 20:1.
    • The average student-teacher ratio in academic classrooms in high schools is 28:1.

    Because the Berkeley community recognizes that public education is the cornerstone of a productive, creative, and healthy society, all of our schools benefit from the generosity of monetary and in-kind donations.  Visit our “Public Support” page to find out more about the generosity and commitment of our supporters and how the many different funding and volunteer organizations enhance each child’s education in the Berkeley Public Schools.

    Show more

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