Administrative Assistant V

Definition

Under the general direction of a Department Director, the Administrative Assistant V provides a wide variety of highly complex, professional administrative and analytical work in support of an assigned District Department Director, conveying information; supporting office functions; and implementing assigned projects and site activities. The incumbents in this classification provide the school community with complex administrative assistant duties, in support of assigned administrator, which directly support student learning and achievement.

Examples of Duties/Essential Job Functions

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.

• Answers and initiates telephone calls for responding to inquiries screening calls, taking messages, requesting information and/or conveying information.
• Compiles data from a variety of sources (e.g., instructional minutes, enrollments, attendance for State reports, Board newsletters) for the purpose of preparing reports and/or preparing information for assigned Director.
• Develops and implements office procedures to expedite the transmittal of information, and to facilitate implementation of policies and programs; assures complete and timely operations.
• Coordinates and assists with a variety of complex projects, functions, and/or program components (e.g., administrative meetings, Visual and Performing Arts performances, Public Work Projects) for the purpose of completing activities and/or delivering services to achieve goals and meet target dates.
• Maintains a wide variety of confidential manual and electronic documents, files, and records (e.g., calendars, department budgets, requisitions, Federal compliance documents, records for audit purposes, employee evaluations, facilities use applications, developer fees, Cal-Card expenses) for providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Tracks, updates, and compiles comprehensive data from a variety of sources for the purpose of complying with financial, legal, and /or administrative requirements.
• Interprets and applies rules and regulations as appropriate; coordinates communications; obtains and provides information in a timely manner to meet the needs of the District and the community; coordinates activities and resolves issues.
• Monitors a variety of activities on behalf of assigned Administrator/Director for the purpose of achieving goals and meeting target dates.
• Schedules a wide variety of activities for making necessary arrangements.
• Reconciles account balances for assigned budget categories for maintaining accurate account balances.
• Updates and maintains the department's webpage.
• Orders supplies and materials for ensuring availability of items.
• Participates in a variety of meetings, workshops, trainings and activities; records minutes and summaries; supports the needs of the attendees.
• Performs general to complex clerical functions (e.g., scheduling, copying, faxing, data entry, filing) for supporting office functions.
• Prepares a wide variety of complex reports, documents, and correspondence of a confidential and non-confidential nature (e.g., letters, memoranda, meeting minutes, charts, reports, forms, surveys, flyers, annual notifications, contracts, Board and legal documents) for documenting activities and/or conveying information.
• Processes a variety of documents and materials (e.g., travel requests, reimbursements, Cal Cards, use of Facility Permits) for disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Provides direct assistance/training to site administrators with Electronic School Accountability Report Cards (ESARC) and site plan development for ensuring the efficient and accurate reporting processes.
• Receives informational material (e.g., mail, flyers) for reading, sorting, routing, and responding as directed.
• Represents assigned Director in their absence for conveying and/or gathering information required for their functions.
• Responds to a wide variety of inquiries from internal and external parties (e.g., staff, parents, students, public agencies, vendors) to provide information, facilitate communication among parties, and/or provide direction.
• Supports assigned administrative personnel for providing assistance with their functions and responsibilities.
• Performs other related duties as assigned for ensuring the efficient and effective functioning of the work unit and the District, including various mandatory District trainings.

KNOWLEDGE, SKILLS AND ABILITIES

(At time of application)

Knowledge of:

• Modern office practices, procedures and equipment
• Current policies, laws and procedures
• Accounting, bookkeeping principles
• Use of job-related software applications, including virtual meeting platforms
• Business telephone techniques and etiquette
• Correct English usage, including grammar, spelling, and punctuation; and vocabulary
• Expertise in Microsoft Office, Google Suite tools, and other applicable software applications
• District policies and procedures associated with educational processes
• District organization and locations

Skills and Abilities to:

• Keyboard accurately at an acceptable rate of speed
• Operate standard office equipment utilizing pertinent software applications
• Plan and manage complex and responsible projects
• Accurately take and transcribe notes and/meeting minutes/recollections
• Prepare and maintain accurate records
• Display exemplary planning, prioritization and time management skills
• Communicate with diverse groups maintaining confidentiality, meeting deadlines and schedules; working with frequent interruptions, setting priorities; establishing and maintaining effective working relationships
• Communicate with staff, parents, and public using patience and courtesy, and in a manner that reflects positively on the organizational unit
• Exercise tact and diplomacy in dealing with sensitive, complex and confidential issues and situations
• Learn, interpret, explain and apply knowledge of District and department organization, operations, programs, functions, special terminology
• Prepare spreadsheets, graphs and charts; enter, import, and export data to and from databases
• Read, write, and communicate clearly in English; a second language (usually Spanish) may be required
• Understand and follow written and oral instructions
• Perform well under pressure for competing time-sensitive priorities

RESPONSIBILITY:

Responsibilities include working under limited supervision; following standardized practices and/or methods; providing information and /or advising others; and operating within a defined budget. Utilization of some resource from other work units is often required to perform the job's functions. There is a continual opportunity to affect the organization's services.

Employment Standards/Minimum Qualifications

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

EDUCATION REQUIRED:

High school diploma or equivalent.

EXPERIENCE REQUIRED:

Five (5) years of experience as an Administrative Assistant I, II, III, or IV in MUSD; OR; an equivalency of work experience performed from another educational institution or agency in the capacity level of Administrative Assistant V in the Administrative Assistant series within the Madera Unified School District.

LICENSE(S) REQUIRED:

• Valid, current California Driver’s License or ability to provide transportation to meetings, events and trainings associated with essential functions, duties and tasks.

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: 36
Work Calendar: 261 Days
Work Location: Special Services Department
Work Hours: 7:30 am - 4:30 pm (8 hours/day)

Examination Process

*Materials Required:*
1. Completed application
2. Proof of High School Diploma, Equivalency, or higher degree earned (copy of official transcript OR copy of diploma/degree is acceptable)

3. Resume

*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. 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 assessment (50% weight). Those achieving a passing score on the competency assessment will be invited to the qualification appraisal interview (50% weight) . Those candidates achieving a passing overall score of 70% out of 100% on both assessments will be placed on the Eligibility List. The Eligibility List is valid for one (1) year from the certified date. The top three (3) ranks will be forwarded to the Hiring Authority for final interview and selection.

INITIAL TESTING TENTATIVELY SCHEDULED AS FOLLOWS:

COMPETENCY ASSESSMENT: NOVEMBER 12, 2024

QUALIFICATION APPRAISAL INTERVIEW: NOVEMBER 22, 2024

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 ALL current 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

Full-time permanent positions (more than 4 hrs/per day) provide an attractive benefit package which includes health, dental and vision coverage for the employee and eligible dependents. For a detailed list of benefits, visit our website links below.

https://www.madera.k12.ca.us/Page/9901

Closing Date/Time: 11/4/2024 4:00 PM Pacific

• 

• Madera Unified School District - Personnel Commission

• (559) 675-4500 Ext. 295

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