Administrative Assistant VI

Personnel Commission • Madera, CA

1d • Onsite

About The Position

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.

Requirements

• 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)
• 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
• 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.
• Work is primarily indoors and requires sitting for extended periods
• Sitting or standing for extended periods of time
• Lift objects such as boxes containing documents weighing up to 35 pounds
• Bending at the waist, kneeling or crouching to file materials or access equipment, carrying, pushing and/or pulling
• Dexterity of hands and fingers to operate a computer keyboard and maintain paper files and documents
• Hearing and speaking to exchange information
• Visual acuity to see/read documents and computer screen
• High school diploma or equivalent.
• 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. For this recruitment, qualifying equivalent experience includes executive-level administrative support performed at another educational institution or agency, provided the scope, complexity, and level of responsibility are comparable to the Administrative Assistant VI level.
• Valid, current California Driver’s License or ability to provide transportation to meetings, events and trainings associated with essential functions, duties and tasks.
• Pass the District’s applicable proficiency exam for the job class with a satisfactory score
• 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

Nice To Haves

• Read, write and communicate clearly in both English and second language (usually Spanish) may be required

Responsibilities

• 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.

Benefits

• Classified Salary Range: 37
• Work Calendar: 261 Days
• Current Vacancy Work Hours: 8:00 am - 5:00 pm (8 hours/day)
• Current Vacancy Department : Area Assistant Superintendent's Office - Red Pyramid

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED