Administrative Assistant VI

Definition

Under the general direction of an executive-level cabinet member, the Administrative Assistant VI provides a wide variety of highly complex, professional administrative and analytical functions, and assists in the coordination and management of ongoing district-wide initiatives. 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, emails, and other communication channels for responding to inquiries, transferring calls, taking messages, requesting information, and/or conveying information.
• Assists auditors for the purpose of providing supporting documentation and/or information on internal processes that are required for audit.
• Coordinates and facilitates a variety of meetings, workshops, trainings and activities; records minutes and summaries; and supports the needs of the attendees.
• Coordinates and manages a variety of complex projects, functions, and/or program components for the purpose of completing activities and/or delivering services, to achieve goals and meet target dates.
• Coordinates travel and conference arrangements for staff as necessary; prepares related forms and reimbursements.
• Develops a wide variety of complex reports, documents, and correspondence of a confidential and non­-confidential nature for the purpose of documenting activities, providing a written reference, and/or conveying information.
• Develops and implements office procedures to expedite the transmittal of information, and to facilitate the implementation of policies and programs; assures complete and timely operations.
• 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.
• Manages correspondence, including drafting reports, composing memoranda, and letters for the executive-level cabinet member; establishes and maintains a variety of files.
• Monitors a variety of activities on behalf of executive-level cabinet member for the purpose of achieving goals and meeting target dates.
• Orders supplies and materials for ensuring availability of items.
• Organizes a variety of formal and informal meetings and events, including awards ceremonies, tours, receptions, conferences, and fund-raising events; attends meetings and provides administrative support.
• Prepares and drafts Board agenda items and back-up materials for a variety of meetings; prepares charts and statistical information as needed; prepares agreements, and contracts for services used by and/or provided by the division; processes contract documents and sets up internal routines for monitoring performance.
• Prepares and maintains a wide variety of confidential and non-confidential manual and electronic documents, files and records for providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Receives informational material for reading, sorting, routing, and responding as directed.
• Receives visitors, including administrators, staff, parents, and the public; provides detailed technical information concerning policies and procedures where judgment, knowledge and interpretation of procedures and regulations are required or direct to appropriate personnel; works with school sites and departments to solve concerns of parents and community members.
• Receives, handles, and stores confidential, private, and sensitive information pertaining to the District, employees and students with a high level of discretion.
• Reconciles account balances for assigned budget categories for maintaining accurate account balances; assures expenditures are within Federal or State requirements.
• Researches, analyzes and compiles information, and computes statistical data for Federal, State and District reports and special projects.
• Responds to a wide variety of inquiries from internal and external parties to provide information, facilitate communication among parties, and/or provide direction.
• Serves as point of contact and provides staffing support for executive-level cabinet member’s public and private Board commitments.
• Supports the executive-level cabinet member activities related to secretarial and administrative assistant duties (e.g., scheduling, calendar coordination, Board agenda preparation) to relieve assigned administrator of a variety of administrative details; plans, coordinates and organizes office activities and flow of communications; maintains confidentiality of privileged and sensitive information.
• Tracks, updates, and compiles comprehensive data from a variety of sources for complying with financial, legal, and/or administrative requirements.
• Updates and maintains the department's webpage.
• 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
• 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, (e.g., curriculum development, credentials, academic outcomes and business)

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
• Display strong communications skills, both verbal and written
• Prepare and maintain accurate records
• Facilitate group problem-solving processes
• Display exemplary planning, prioritization and time management skills
• Perform well under pressure for competing time-sensitive priorities
• Demonstrate resourcefulness, ability to solve problems and work independently with a high degree of professionalism, including discretion and attention to confidentiality
• Accurately take and transcribe notes and/ or meeting minutes/recollections
• Exercise tact and diplomacy in dealing with sensitive, complex and confidential issues and situations
• Prepare spreadsheets, graphs and charts; enter, import, and export data to and from databases
• Communicate with staff, parents, and public using patience and courtesy, and in a manner that reflects positively on the organizational unit
• Communicate with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with frequent interruptions, setting priorities; establishing and maintaining effective working relationships
• Read, write and communicate clearly in both English and second language (usually Spanish) may be required
• Independently perform all of the duties of the position and strategically make sound judgements
• Learn, interpret, explain and apply knowledge of District and department organization, operations, programs, functions, special terminology

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 and one-half (5.5) years of experience as an Administrative Assistant I, II, III, IV, or V in the Madera Unified School District; OR; an equivalency of work experience performed from another educational institution or agency in the capacity of the highest level (VI) of 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: 37
Work Calendar: 261 Days
Work Location: Area Assistant Superintendent Office (Purple Pyramid)
Work Hours: 8:00 am - 5:00 pm (8 hours/day)

Examination Process

*Materials Required:*

1. Completed application

2. Proof of High School Diploma or Equivalency (copy of official transcript OR copy of diploma 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 and the top three (3) ranks will be forwarded to the hiring authority for final interview and selection. The Eligibility List is valid for one (1) year from the certified date.

INITIAL TESTING TENTATIVELY SCHEDULED AS FOLLOWS:

COMPETENCY ASSESSMENT: FEBRUARY 6, 2025

QUALIFICATION APPRAISAL INTERVIEW: FEBRUARY 13, 2025

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: 2/3/2025 4:00 PM Pacific

• 

• Madera Unified School District - Personnel Commission

• (559) 675-4500 Ext. 295

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