Santa Monica-Malibu Unified School District

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Administrative Assistant

at Santa Monica-Malibu Unified School District

Posted: 10/4/2019
Job Reference #: 2580672
Keywords: clerical, office

Job Description

Overall Job Objective

BASIC FUNCTION AND QUALIFICATIONS

Classified Employee's Salary Range: A-31
 
This recruitment is to establish a one-year eligibility list that will be used to fill current and potential future vacancies.
 
 

APPLICATIONS WILL BE ACCEPTED ONLINE
ONLY
Thursday, October 24, 2019  - Monday, October 28, 2019 @12:00 PM (noon)
 
CURRENT VACANCIES (subject to change without notice): 
  • Special Education Department, located at the District Administrative Office in Santa Monica (8 hours per day, 12 months per year)
  • Santa Monica High School (8 hours per day, 12 months per year)
 
The IDEAL candidate for this position will possess the following:
  • Ability to analyze and resolve complex administrative issues
  • Experience working in a school environment
  • Strong customer service orientation and the ability to diffuse conflict situations
  • Excellent oral and written communication skills
  • Experience using spreadsheet software applications (e.g., MS Excel)
 

BASIC FUNCTION:
Under general supervision, the Administrative Assistant provides administrative, secretarial and clerical support on behalf of designated managerial, supervisory or administrative positions; performs a variety of administrative, database, and support functions to relieve staff of administrative details; and performs other related work as necessary.

MINIMUM QUALIFICATIONS:
EDUCATION:
Graduation from high school or evidence of equivalent educational proficiency
 
EXPERIENCE:
Three or more years of varied administrative, secretarial and clerical support experience 

PREFERRED QUALIFICATIONS:
EDUCATION:
Associate's degree or any formal training in a subject matter requiring the use of word processing and spreadsheet applications programs and focusing on customer relations principles
 
EXPERIENCE:
At least one year of experience working in a school district or another capacity which required interfacing with the public, students, and a diverse staff
 
LICENSES AND OTHER REQUIREMENTS:
Administrative Professional Certification

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:

  • Compose, type and proofread agendas, reports and memos on behalf of managers, supervisors and administrators
  • Maintain and update master calendar activities such as scheduling appointments, resolving conflicts in scheduling and organizing travel arrangements
  • Create or edit existing office correspondence, newsletters, and other documents on behalf of the department or District
  • Track budgetary expenditures for a number of different accounts
  • Research vendor and purchasing information and administer petty cash funds
  • Compile and distribute special mailing and promotional materials
  • Prepare, review and approve school, division or departmental payroll reports and distributes payroll checks
  • Administer, assign and complete work orders, facility service, and technology support requests
  • Take minutes and other records for assigned boards and committees and prepare and distribute agendas
  • Explain procedures and provide work direction to classified office support personnel
  • Research work practices and office procedures and participate in surveys sponsored by the District or other organizations
  • Compile and maintain word processing and spreadsheet information used in school, division or department databases and reports; organize and maintain related office filing systems
  • Answer incoming calls and route individuals to appropriate staff
  • Greet and direct visitors to appropriate locations or personnel representatives
  • Screen, sort, distribute, and prepare department mail and special deliveries
  • Coordinate and make travel arrangements for conferences, workshops and other meetings to be attended or administered by managers, supervisors, administrators, or other personnel
  • Compile and present information within budgetary and activity reports that are used by the school, department, division, or other organizations; assists managerial, professional and administrative staff in completing special projects as needed
  • Monitor inventory and order supplies when needed
  • Serve as a liaison between assigned department and other internal departments and/or external agencies
  • Perform other functions as assigned or as the situation requires

KNOWLEDGE OF:
  • Administrative policies, practices and department procedures
  • Budgeting and basic accounting procedures
  • Proper usage of the English language including spelling and grammar
  • General business protocols and norms
  • Record keeping principles and procedures
  • Numerical, alphabetical and subject-matter based filing systems
  • School admissions, attendance and enrollment practices or department practices, services and programs
  • Business letter, report, and email writing methods and techniques
  • Purchasing procedures, practices, and requirements within a school or business setting
  • General data management, storage and retrieval systems
  • Principles and practices of quality customer service and general office operations modern office practices, procedures, and equipment functionality
  • Relevant provisions of the Education Code and District Merit Rules
  • Word-processing, database, document management, spreadsheet and graphics application programs

ABILITY TO:
  • Compile, verify and run reports using information from school, department, division, or District databases
  • Work efficiently with a high degree of accuracy paying close attention to detail while meeting deadlines
  • Take, transcribe and archive meeting minutes
  • Interpret and apply administrative policies and procedures
  • Identify, research, compile, and maintain various types of information and files
  • Use independent judgment and initiative to carry out department and District needs
  • Operate a personal computer and standard office equipment including fax machines, printers, and copier machines
  • Operate a multi-line telephone system using a clear, well-modulated voice and proper grammar and diction
  • Understand and follow oral and written instructions in English
  • Provide technical direction to clerical and student support staff
  • Communicate effectively with co-workers, supervisors, management, department representatives, vendors and suppliers, and the public using tact, courtesy and good judgment
  • Develop and maintain cooperative working relationships with others
  • Respond to and resolve questions and concerns from a variety of sources
  • Demonstrate flexibility and respond to changing requirements and job assignments
  • Perform basic mathematics including addition, subtraction, multiplication, and division
  • Work independently and make decisions in accordance with established policies, requirements, and direction from supervisory staff members
  • Handle confidential information with tact and discretion
  • Learn new skills and processes as required

SUPERVISION AND WORKING CONDITIONS

SUPERVISION:
Supervision: Establishing overall expectations, goals and objectives, and aligning departmental resources

  • Received From: Site Administrator, Principal, or department-assigned classification
  • Given To: Student Workers, Interns
Work Direction: Providing specific instruction and expectations on how to complete daily activities
  • Received From: Site Administrator, Principal, or department-assigned classification
  • Given To: Classified positions within site or department on behalf of the assigned Supervisor
Work Evaluation: Assessing the performance outcomes based on work direction and supervision expectations
  • Received From: Site Administrator, Principal, or department-assigned classification
  • Given To: None

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.  The employee interfaces with school administrators, program coordinators, and educational agency representatives in preparing reports, reviewing accounting activities, and requesting and providing information.  The employee also interfaces with a range of different managers, supervisors, staff, students, and public and private representatives.
  
PHYSICAL ABILITIES:
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.