Santa Monica Malibu School District
Senior Office Specialist
Santa Monica Malibu School District, Santa Monica, California, United States, 90403
Salary:
$22.65 - $28.93 Hourly Location :
Malibu, CA Job Type:
VARIES Job Number:
540159-26-01 Department:
DISTRICT-WIDE Opening Date:
08/21/2025 Closing Date:
9/12/2025 4:00 PM Pacific
BASIC FUNCTION AND QUALIFICATIONS Classified Employee's Salary Range: A-31 This recruitment is to establish a one (1) year eligibility list for
current vacancies, future vacancies, and
substitute opportunities THERE IS CURRENTLY ONE VACANCY 4 hrs./day (8:30am - 12:30pm Monday - Friday) at Webster Elementary School (Malibu)
BASIC FUNCTION: Under general supervision, performs a broad variety of office support functions on behalf of the school, division or department; types, assembles and prepares documents; maintains and updates databases; performs basic accounting, customer service and records processing functions; performs other related work as necessary.
MINIMUM QUALIFICATIONS: EDUCATION: High school diploma or recognized equivalent.
EXPERIENCE: Two years of varied office support experience.
NOTE: Two years of FULL TIME (40 hours per week) experience is required. Part-time experience will be prorated (e.g., four year's part-time experience at 20 hours per week = two years full time).
LICENSE AND OTHER REQUIREMENTS: Depending upon the position assignment, employees in this classification may be required to obtain training and/or certification in CPR and first aid and related nursing procedures.
PREFERRED QUALIFICATIONS: Customer Service and basic computer software experience is desirable. REPRESENTATIVE DUTIES, KNOWLEDGE, SKILLS, ABILITIES AND OTHER CHARACTERISTICS
Note: The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities and qualifications required of personnel so classified. Reasonable accommodations will be made so that qualified employees can perform the essential functions of the job.
JOB DUTIES:
Types letters, memos, agendas, records and reports. Maintains and updates class lists, schedules, attendance records and program records. Prepares and verifies information in student admission and enrollment records and changes related to student check-outs, transfers, withdrawals and attendance rates. Prepares fliers and information for brochures and notices. Schedules appointments and meetings for a variety of administrators, staff, school personnel and/or students. Reviews and processes purchase orders, invoices and related documents; tracks the status of receivables and expenditures within particular accounts and answers basic questions. Screens, sorts, distributes and handles mail, email and outbound documents. Answers incoming calls; transfers callers and takes messages as needed. Greets, receives and directs visitors; looks up information regarding school programs and fees, schedules and enrollment procedures. Performs basic cashiering functions; accepts and records fees and receipts. Processes, maintains and verifies timekeeping records. Administers tests and performs other educational support functions. Assembles, copies and distributes transcripts and other office forms and documents; verifies attendance and class schedule information. Formats spreadsheets and enters and updates information within databases and reports that are used within the school, department or division. Monitors inventory levels and orders forms and supplies. Submits work orders for needed repairs. May verify prescriptions and screen immunization and emergency records. May administer first aid and medications and maintain related records. May provide work direction to Student Assistants, Teacher Assistants and volunteers regarding basic clerical assignments. Performs other functions as assigned or as the situation requires.
KNOWLEDGE OF:
Office practices and recordkeeping procedures. Student admission, attendance and enrollment procedures or department practices, programs and services. Basic math, accounting and timekeeping methods. Basic report writing methods. Appropriate telephone etiquette and customer relations techniques. Uses of wordprocessing, database and spreadsheet applications programs.
ABILITY TO:
Operate personal computer and standard office equipment. Assemble, maintain and verify information contained in records, reports and documents. Research and answer basic questions concerning procedures and programs. Understand and follow oral and written instructions. Communicate effectively and work cooperatively with co-workers, management, public and private representatives and other department personnel. Provide technical direction to Student Assistants and Student Workers. Demonstrate flexibility and respond to changing requirements and job assignments. Work cooperatively with others. Work independently.
SUPERVISION AND WORKING CONDITIONS
WORKING CONDITIONS: ENVIRONMENT: This is primarily a sedentary classification and the employee works in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Depending upon the position assignment, the employee interfaces with students, teachers, school administrators, staff, and public and private representatives in performing a variety of clerical functions and in requesting and providing information.
PHYSICAL DEMANDS: Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or calculator and to operate standard office equipment. The position occasionally bends, stoops, reaches, pushes and pulls drawers to retrieve and file information and lifts and carries reports and records that typically weigh less than 20 pounds. SELECTION PROCEDURES THE APPLICATION PROCESS: To be considered for an employment opportunity with the Santa Monica-Malibu Unified School District, it is necessary for you to complete an official District Application and Supplemental Questions.
Resumes will not be accepted in lieu of an application.
The application is part of the examination process and is part of your total evaluation of qualifications for employment.
THE EXAMINATION PROCESS: For those candidates who meet the minimum qualifications, the examination process will consist of any one or more of the following: Training and Experience Evaluation, Written Test, Performance Test, and/or Structured Interview. Additional information pertaining to the examination process will be emailed to those candidates who meet the minimum qualifications.
EXAMINATION PROTESTS: Protest of any part of the examination process must be in writing and received in the office of the Director of Classified Personnel no later than five (5) working days from the date you were notified of examination results. All notifications are sent electronically via email. Any protest must include rationale to support the protest and must be based on illegal discrimination, abuse of discretion, or procedure/process error. We are not responsible for any incoming mail that is lost or misdirected after it has been entrusted to the US Postal Service.
ACCOMMODATION FOR DISABLED: If you have a disability that may require an accommodation in any of these examination procedures, please notify the Personnel Commission in writing at the time you submit your application.
ESTABLISHMENT OF ELIGIBILITY LIST: This examination process shall be open to all qualified applicants and shall result in one integrated eligibility list. All eligibility lists shall be established in accordance with Personnel Commission rules and shall be established for a period one (1) year, unless otherwise noted, or until there are fewer than three (3) ranks of eligible candidates who are available. Candidates are placed on the eligibility list in rank order according to their final examination score. Final examination scores will not change, but ranking may change as other candidates are added or removed from the list.
ADVANCED STEP PLACEMENT: Generally, new employees start at the first step on the appointed salary schedule. When filling a permanent vacancy, a new employee may request a higher salary placement based on having training and experience that greatly exceeds the minimum qualifications. An employee may submit a formal request for advanced step consideration on or after the first day of employment. Education transcripts, training certificates, and additional references may be requested for verification purposes.
HOW YOU WILL HEAR FROM US: All correspondence and notifications regarding this recruitment will be sent to the email address you provide. It is your responsibility to review, follow instructions, and respond to information in a timely manner; as if it was a function of your job.
The provisions of this announcement do not constitute an expressed or implied contract, and any provisions contained in this announcement may be modified or revoked without notice. IMPORTANT INFORMATION FOR JOB APPLICANTS ACCOMODATION FOR DISABLED: If you have a disability that may require an accommodation in any of these selection procedures, please notify the Personnel Commission in writing and attach your request to the completed application packet.
PREFERENCE POINTS: Seniority credit, based on length of service, is added to the final passing score of permanent employees. Veteran's credits are added for entry level examinations as follows: 5 points for non-disabled veterans; 10 points for disabled veterans. "Veteran" is defined as serving at least 30 days active duty during war or qualifying armed conflict. A DD-214 must be presented on or before date of the examination.
ELIGIBILITY LIST: Candidates who pass the examination will be placed in rank order on the eligibility list. Final selection will be made from the top three available ranks only. When a promotional and open eligibility list is established, the promotional list will be used first. Eligibility lists are usually established for one calendar year.
CONDITIONS OF EMPLOYMENT: All potential employees must provide evidence of their identity and authorization to work in the United States before they will be hired. State law requires employees to provide proof that they have had a recent negative tuberculosis test result. All new employees are fingerprinted and conviction records, if any, are checked.
SALARIES, MERIT INCREASES & ADVANCED STEP PLACEMENT: Salaries generally begin on the first step of the appropriate salary range. Permanent employees receive an increase after six months of continuous satisfactory service and equal raises based on merit at subsequent one year intervals for a total of five increases. Relevant experience and/or education in excess of entry requirements may permit employment at other than the first step. If employed at a higher step, salary increases are granted annually until reaching the end of the salary range.
BENEFITS: Permanent employees will receive paid holidays, sick leave, vacation and longevity benefits per bargaining unit contract or Personnel Commission Merit Rules. The District offers a comprehensive package of insurance benefits to full-time employees and their families, which includes major medical and dental. (Permanent employees who work less than full-time, but a minimum of four (4) hours will contribute an amount proportionate to the number of assigned hours for major medical and dental.) Employees belong to the Public Employees' Retirement System to which the District makes contributions approximately equal to those deducted from the employee's pay. Assuring Equal Opportunities through the Merit System since 1938.
SANTA MONICA-MALIBU UNIFIED SCHOOL DISTRICT PERSONNEL COMMISSION 1717 4th Street Santa Monica, CA 90401 The Santa Monica-Malibu Unified School District does not discriminate based on actual or perceived sex, age, ancestry, color, ethnic group identification, gender, mental and/or physical disability, national origin, race, religion, sexual orientation, and a person's association with a person or group with one or more of these actual or perceived characteristics.
(Revised April 2008) 01
PLEASE READ THE FOLLOWING STATEMENT: Answer the following questions as truthfully and accurately as possible. The information you provide on the application and supplemental questions will be evaluated for minimum qualifications. Referring to your application/resume, listing "see resume", or incomplete responses will NOT qualify as a response to any question. Questions that are answered in this method will be considered INCOMPLETE and may result in DISQUALIFICATION. All experience, education, training, and certification must be included in your application in order to be considered. Any sign of deliberate misinformation or intentional exaggeration will result in disqualification from this examination process and possible bar from future employment opportunities with Santa Monica-Malibu Unified School District.
I confirm that I have read, understand, and accept the above terms
02
Advanced Step Placement (ASP) Please read the following statement regarding compensation: New employees start on the first step (Step A) of their classification's salary range.
Senior Office Specialist begins on step A: $22.65 per hour.
On the first day of employment, new employees will be given 60 days to submit a formal request for advanced step placement.Employees who have experience and education that greatly exceed the minimum qualifications may be considered for placement on steps above A.
ONLY INFORMATION ON YOUR APPLICATION WILL BE USED TO DETERMINE ADVANCED STEP PLACEMENT. Transcripts, certificates, and additional references or materials may be requested for verification purposes.
I confirm that I have read, understand, and accept the above terms.
03
Select the option below that best corresponds with your employment status:
I am a current employee of SMMUSD I am a former employee of SMMUSD Neither of the above
04
If you are a current or former employee of SMMUSD, please list the year you were hired and your classification title(s).
If you are not a current or former SMMUSD employee, type N/A. 05
Select the option below that best describes your highest level of education completed
Some high school High school diploma or recognized equivalent Some college coursework Associate's degree Bachelor's degree or higher
06
Select the option below that best corresponds with the amount of experience you possess providing varied office support.
Some experience but less than 1 year 1 year but less than 2 2 years but less than 3 3 years but less than 5 5 years or more
07
Describe your experience providing varied office support. Include in your response the organization(s) where you obtained this experience, and a brief summary of the duties you performed.
If you do not have experience in this area, type N/A. 08
Select the option below that best corresponds with the amount of experience you possess providing Customer Service.
Some experience but less than 1 year 1 year but less than 2 2 years but less than 3 3 years but less than 5 5 years or more
09
Select the computer software program(s) with which you would describe yourself as having medium to high levels of proficiency.
Microsoft Word Microsoft Excel Microsoft Outlook Illuminate Reflection Subfinder/AESOP programs Other
10
If you checked "other" in the question above, please describe.
If you did not select "other", type N/A. 11
Are you interested in substitute (as-needed) opportunities?
Yes No Not at this time, but possibly in the future
12
Can you proficiently speak, read, and write in Spanish and English?
Yes No Unsure of proficiency level
Required Question
$22.65 - $28.93 Hourly Location :
Malibu, CA Job Type:
VARIES Job Number:
540159-26-01 Department:
DISTRICT-WIDE Opening Date:
08/21/2025 Closing Date:
9/12/2025 4:00 PM Pacific
BASIC FUNCTION AND QUALIFICATIONS Classified Employee's Salary Range: A-31 This recruitment is to establish a one (1) year eligibility list for
current vacancies, future vacancies, and
substitute opportunities THERE IS CURRENTLY ONE VACANCY 4 hrs./day (8:30am - 12:30pm Monday - Friday) at Webster Elementary School (Malibu)
BASIC FUNCTION: Under general supervision, performs a broad variety of office support functions on behalf of the school, division or department; types, assembles and prepares documents; maintains and updates databases; performs basic accounting, customer service and records processing functions; performs other related work as necessary.
MINIMUM QUALIFICATIONS: EDUCATION: High school diploma or recognized equivalent.
EXPERIENCE: Two years of varied office support experience.
NOTE: Two years of FULL TIME (40 hours per week) experience is required. Part-time experience will be prorated (e.g., four year's part-time experience at 20 hours per week = two years full time).
LICENSE AND OTHER REQUIREMENTS: Depending upon the position assignment, employees in this classification may be required to obtain training and/or certification in CPR and first aid and related nursing procedures.
PREFERRED QUALIFICATIONS: Customer Service and basic computer software experience is desirable. REPRESENTATIVE DUTIES, KNOWLEDGE, SKILLS, ABILITIES AND OTHER CHARACTERISTICS
Note: The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities and qualifications required of personnel so classified. Reasonable accommodations will be made so that qualified employees can perform the essential functions of the job.
JOB DUTIES:
Types letters, memos, agendas, records and reports. Maintains and updates class lists, schedules, attendance records and program records. Prepares and verifies information in student admission and enrollment records and changes related to student check-outs, transfers, withdrawals and attendance rates. Prepares fliers and information for brochures and notices. Schedules appointments and meetings for a variety of administrators, staff, school personnel and/or students. Reviews and processes purchase orders, invoices and related documents; tracks the status of receivables and expenditures within particular accounts and answers basic questions. Screens, sorts, distributes and handles mail, email and outbound documents. Answers incoming calls; transfers callers and takes messages as needed. Greets, receives and directs visitors; looks up information regarding school programs and fees, schedules and enrollment procedures. Performs basic cashiering functions; accepts and records fees and receipts. Processes, maintains and verifies timekeeping records. Administers tests and performs other educational support functions. Assembles, copies and distributes transcripts and other office forms and documents; verifies attendance and class schedule information. Formats spreadsheets and enters and updates information within databases and reports that are used within the school, department or division. Monitors inventory levels and orders forms and supplies. Submits work orders for needed repairs. May verify prescriptions and screen immunization and emergency records. May administer first aid and medications and maintain related records. May provide work direction to Student Assistants, Teacher Assistants and volunteers regarding basic clerical assignments. Performs other functions as assigned or as the situation requires.
KNOWLEDGE OF:
Office practices and recordkeeping procedures. Student admission, attendance and enrollment procedures or department practices, programs and services. Basic math, accounting and timekeeping methods. Basic report writing methods. Appropriate telephone etiquette and customer relations techniques. Uses of wordprocessing, database and spreadsheet applications programs.
ABILITY TO:
Operate personal computer and standard office equipment. Assemble, maintain and verify information contained in records, reports and documents. Research and answer basic questions concerning procedures and programs. Understand and follow oral and written instructions. Communicate effectively and work cooperatively with co-workers, management, public and private representatives and other department personnel. Provide technical direction to Student Assistants and Student Workers. Demonstrate flexibility and respond to changing requirements and job assignments. Work cooperatively with others. Work independently.
SUPERVISION AND WORKING CONDITIONS
WORKING CONDITIONS: ENVIRONMENT: This is primarily a sedentary classification and the employee works in an office environment with moderate noise levels, controlled temperature conditions and no direct exposure to hazardous physical substances. Depending upon the position assignment, the employee interfaces with students, teachers, school administrators, staff, and public and private representatives in performing a variety of clerical functions and in requesting and providing information.
PHYSICAL DEMANDS: Finger dexterity is needed to access, enter and retrieve data using a computer keyboard or calculator and to operate standard office equipment. The position occasionally bends, stoops, reaches, pushes and pulls drawers to retrieve and file information and lifts and carries reports and records that typically weigh less than 20 pounds. SELECTION PROCEDURES THE APPLICATION PROCESS: To be considered for an employment opportunity with the Santa Monica-Malibu Unified School District, it is necessary for you to complete an official District Application and Supplemental Questions.
Resumes will not be accepted in lieu of an application.
The application is part of the examination process and is part of your total evaluation of qualifications for employment.
THE EXAMINATION PROCESS: For those candidates who meet the minimum qualifications, the examination process will consist of any one or more of the following: Training and Experience Evaluation, Written Test, Performance Test, and/or Structured Interview. Additional information pertaining to the examination process will be emailed to those candidates who meet the minimum qualifications.
EXAMINATION PROTESTS: Protest of any part of the examination process must be in writing and received in the office of the Director of Classified Personnel no later than five (5) working days from the date you were notified of examination results. All notifications are sent electronically via email. Any protest must include rationale to support the protest and must be based on illegal discrimination, abuse of discretion, or procedure/process error. We are not responsible for any incoming mail that is lost or misdirected after it has been entrusted to the US Postal Service.
ACCOMMODATION FOR DISABLED: If you have a disability that may require an accommodation in any of these examination procedures, please notify the Personnel Commission in writing at the time you submit your application.
ESTABLISHMENT OF ELIGIBILITY LIST: This examination process shall be open to all qualified applicants and shall result in one integrated eligibility list. All eligibility lists shall be established in accordance with Personnel Commission rules and shall be established for a period one (1) year, unless otherwise noted, or until there are fewer than three (3) ranks of eligible candidates who are available. Candidates are placed on the eligibility list in rank order according to their final examination score. Final examination scores will not change, but ranking may change as other candidates are added or removed from the list.
ADVANCED STEP PLACEMENT: Generally, new employees start at the first step on the appointed salary schedule. When filling a permanent vacancy, a new employee may request a higher salary placement based on having training and experience that greatly exceeds the minimum qualifications. An employee may submit a formal request for advanced step consideration on or after the first day of employment. Education transcripts, training certificates, and additional references may be requested for verification purposes.
HOW YOU WILL HEAR FROM US: All correspondence and notifications regarding this recruitment will be sent to the email address you provide. It is your responsibility to review, follow instructions, and respond to information in a timely manner; as if it was a function of your job.
The provisions of this announcement do not constitute an expressed or implied contract, and any provisions contained in this announcement may be modified or revoked without notice. IMPORTANT INFORMATION FOR JOB APPLICANTS ACCOMODATION FOR DISABLED: If you have a disability that may require an accommodation in any of these selection procedures, please notify the Personnel Commission in writing and attach your request to the completed application packet.
PREFERENCE POINTS: Seniority credit, based on length of service, is added to the final passing score of permanent employees. Veteran's credits are added for entry level examinations as follows: 5 points for non-disabled veterans; 10 points for disabled veterans. "Veteran" is defined as serving at least 30 days active duty during war or qualifying armed conflict. A DD-214 must be presented on or before date of the examination.
ELIGIBILITY LIST: Candidates who pass the examination will be placed in rank order on the eligibility list. Final selection will be made from the top three available ranks only. When a promotional and open eligibility list is established, the promotional list will be used first. Eligibility lists are usually established for one calendar year.
CONDITIONS OF EMPLOYMENT: All potential employees must provide evidence of their identity and authorization to work in the United States before they will be hired. State law requires employees to provide proof that they have had a recent negative tuberculosis test result. All new employees are fingerprinted and conviction records, if any, are checked.
SALARIES, MERIT INCREASES & ADVANCED STEP PLACEMENT: Salaries generally begin on the first step of the appropriate salary range. Permanent employees receive an increase after six months of continuous satisfactory service and equal raises based on merit at subsequent one year intervals for a total of five increases. Relevant experience and/or education in excess of entry requirements may permit employment at other than the first step. If employed at a higher step, salary increases are granted annually until reaching the end of the salary range.
BENEFITS: Permanent employees will receive paid holidays, sick leave, vacation and longevity benefits per bargaining unit contract or Personnel Commission Merit Rules. The District offers a comprehensive package of insurance benefits to full-time employees and their families, which includes major medical and dental. (Permanent employees who work less than full-time, but a minimum of four (4) hours will contribute an amount proportionate to the number of assigned hours for major medical and dental.) Employees belong to the Public Employees' Retirement System to which the District makes contributions approximately equal to those deducted from the employee's pay. Assuring Equal Opportunities through the Merit System since 1938.
SANTA MONICA-MALIBU UNIFIED SCHOOL DISTRICT PERSONNEL COMMISSION 1717 4th Street Santa Monica, CA 90401 The Santa Monica-Malibu Unified School District does not discriminate based on actual or perceived sex, age, ancestry, color, ethnic group identification, gender, mental and/or physical disability, national origin, race, religion, sexual orientation, and a person's association with a person or group with one or more of these actual or perceived characteristics.
(Revised April 2008) 01
PLEASE READ THE FOLLOWING STATEMENT: Answer the following questions as truthfully and accurately as possible. The information you provide on the application and supplemental questions will be evaluated for minimum qualifications. Referring to your application/resume, listing "see resume", or incomplete responses will NOT qualify as a response to any question. Questions that are answered in this method will be considered INCOMPLETE and may result in DISQUALIFICATION. All experience, education, training, and certification must be included in your application in order to be considered. Any sign of deliberate misinformation or intentional exaggeration will result in disqualification from this examination process and possible bar from future employment opportunities with Santa Monica-Malibu Unified School District.
I confirm that I have read, understand, and accept the above terms
02
Advanced Step Placement (ASP) Please read the following statement regarding compensation: New employees start on the first step (Step A) of their classification's salary range.
Senior Office Specialist begins on step A: $22.65 per hour.
On the first day of employment, new employees will be given 60 days to submit a formal request for advanced step placement.Employees who have experience and education that greatly exceed the minimum qualifications may be considered for placement on steps above A.
ONLY INFORMATION ON YOUR APPLICATION WILL BE USED TO DETERMINE ADVANCED STEP PLACEMENT. Transcripts, certificates, and additional references or materials may be requested for verification purposes.
I confirm that I have read, understand, and accept the above terms.
03
Select the option below that best corresponds with your employment status:
I am a current employee of SMMUSD I am a former employee of SMMUSD Neither of the above
04
If you are a current or former employee of SMMUSD, please list the year you were hired and your classification title(s).
If you are not a current or former SMMUSD employee, type N/A. 05
Select the option below that best describes your highest level of education completed
Some high school High school diploma or recognized equivalent Some college coursework Associate's degree Bachelor's degree or higher
06
Select the option below that best corresponds with the amount of experience you possess providing varied office support.
Some experience but less than 1 year 1 year but less than 2 2 years but less than 3 3 years but less than 5 5 years or more
07
Describe your experience providing varied office support. Include in your response the organization(s) where you obtained this experience, and a brief summary of the duties you performed.
If you do not have experience in this area, type N/A. 08
Select the option below that best corresponds with the amount of experience you possess providing Customer Service.
Some experience but less than 1 year 1 year but less than 2 2 years but less than 3 3 years but less than 5 5 years or more
09
Select the computer software program(s) with which you would describe yourself as having medium to high levels of proficiency.
Microsoft Word Microsoft Excel Microsoft Outlook Illuminate Reflection Subfinder/AESOP programs Other
10
If you checked "other" in the question above, please describe.
If you did not select "other", type N/A. 11
Are you interested in substitute (as-needed) opportunities?
Yes No Not at this time, but possibly in the future
12
Can you proficiently speak, read, and write in Spanish and English?
Yes No Unsure of proficiency level
Required Question