ADMINISTRATIVE ASSISTANT (PROMOTIONAL)

Salary: $24.02 - $29.19 HourlyLocation : Carlsbad, CAJob Type: Full Time, 11 MonthsJob Number: 24-3091BDepartment: School SiteDivision: Magnolia Elementary SchoolOpening Date: 10/16/2024Closing Date: 11/5/2024 4:00 PM PacificPosition DetailsTHIS IS A PROMOTIONAL RECRUITMENT. Only current Carlsbad Unified School District employees who have passed their probationary period may apply.This is a promotional examination to fill a current opening and add to the current eligibility list for a period of one year, or until depleted. The candidates achieving the top three ranks of the eligibility list will be referred for the final selection interview along with any transfer or reinstatement candidates.For candidates who meet the minimum requirements, as demonstrated in their application materials, the examination process will consist of test parts used to measure the knowledge, skills and abilities necessary to perform the essential functions of the job, and will likely include a training and experience examination and structured oral interviews.The current vacancy will work 8 hours per day, 7:30 am - 4:00 pm, 11 months per year at Magnolia Elementary School.Please note that the resulting eligibility list will be used to fill vacancies within the following three classifications as needed during the life of the list:•Administrative Assistant•School Administrative Assistant-Elementary•School Administrative Assistant-Alternative Education•School Administrative Assistant-Assistant Principal* Those who are interested in being considered for only some of the above classifications are encouraged to participate in the test process and then notify the Personnel Commission Office regarding any hiring interview preferences once the testing process has been completed.The recruitment process will consist of a training and experience examination and a structured interview.BASIC FUNCTION: Under the direction of an assigned Director, perform varied and responsible secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications for the assigned supervisor. Essential Duties and Knowledge, Skills, and AbilitiesESSENTIAL DUTIES:Perform varied and responsible secretarial and administrative assistant duties to relieve the Director of administrative and clerical detail; plan, coordinate and organize office activities and coordinate flow of communications; assure smooth and efficient office operations.Perform public relations and communication services for the administrator; receive, screen and route telephone calls; take and relay messages as appropriate; schedule and arrange appointments, conferences and other events.Receive visitors, including administrators, staff and the public and provide information or direct to appropriate personnel; exercise independent judgment in resolving a variety of issues and refer difficult issues to the administrator as necessary; provide technical information and assistance related to office or program operations, policies and procedures.Input a variety of data into an assigned computer system; initiate queries and generate a variety of computerized reports as requested; establish and maintain automated records and files; assure accuracy of input and output data.Research, compile and verify a variety of information; compute statistical information for a variety of reports; process and evaluate a variety of forms and applications related to assigned functions; duplicate and distribute materials as needed.Compose, independently or from oral instructions, note or rough draft, a variety of materials including inter-office communications, applications, requisitions, forms, contracts, letters, memoranda, bulletins, flyers, brochures, agenda items and other materials; review and proofread a variety of documents.Prepare and maintain a variety of data, records and reports related to office programs, financial activity, student information, payroll, and personnel as assigned; assure accuracy and completeness of data, records and reports; establish and maintain filing systems.Coordinate, schedule and attend a variety of meetings; prepare and send out notices of meetings; maintain appointment and activity calendars; reserve facilities as needed; collect and compile information for meetings, projects and workshops.Operate a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software.Prepare, process and code purchase orders and invoices for assigned office or program as directed; monitor office or program expenditures and budgets; monitor the balance of open purchase orders; maintain auditable records; monitor inventory levels of office supplies; order, receive and maintaining inventory of office supplies.Receive, sort and distribute mail; open mail and compose responses independently as appropriate; prepare and distribute informational packets and bulk mailings as directed.OTHER DUTIES:Perform related duties as assigned.KNOWLEDGE OF:Modern office practices, procedures and equipment.Telephone techniques and etiquette.Policies and objectives of assigned program and activities.Applicable laws, codes, regulations, policies and procedures.Record-keeping techniques.Correct English usage, grammar, spelling, punctuation and vocabulary.Interpersonal skills using tact, patience and courtesy.Oral and written communication skills.Operation of a computer and assigned software.Methods of collecting and organizing data and information.Business letter and report writing, editing and proofreading.Basic arithmetic.ABILITY TO:Perform varied and responsible secretarial and administrative assistant duties to relieve the administrator of administrative and clerical detail.Serve as secretary to the administrator and coordinate communications between administrators, personnel, parents, students and the public.Assure smooth and efficient office operations.Interpret, apply and explain laws, codes, rules and regulations related to assigned activities.Work independently with little direction.Compose correspondence and written materials independently or from oral instructions.Type or input data at an acceptable rate of speed.Understand and resolve issues, complaints or problems.Maintain confidentiality of sensitive and privileged information.Determine appropriate action within clearly defined guidelines.Establish and maintain cooperative and effective working relationships with others.Maintain records and files.Compile and verify data and prepare reports.Operate a variety of office equipment including a computer and assigned software.Complete work with many interruptions.Plan and organize work.Meet schedules and timelines.Make arithmetical calculations with speed and accuracy. Entrance QualificationsEDUCATION AND EXPERIENCE:Any combination equivalent to: graduation from high school and three years increasingly responsible clerical or secretarial experience involving frequent public contact. Selection Process/Additional InformationCandidates who meet the minimum requirements, as demonstrated in their application materials, will be required to successfully complete a competitive testing process to measure the knowledge, skills and abilities necessary to perform the essential functions of the job, which may consist of a written examination, a training and experience evaluation, a performance examination, and/or structured oral interviews. The candidates achieving the top three ranks of the appropriate eligibility list will be referred for a final selection interview. The Eligibility List resulting from this examination may be used to fill vacancies in related job classifications for which no Eligibility List exists (Ed Code 45272).Carlsbad Unified School District is an Equal Opportunity EmployerCarlsbad Unified School District aspires for our staff to reflect the rich diversity of our studentsPay Increases: New classified employees are typically placed on the first step of the assigned salary range. Step increases occur annually until Step 5 is reached, after which longevity steps are allocated in accordance with years of service. Benefits: Employees working 4 hours per day or more will be provided an option of Anthem Blue Cross HMO or Kaiser health benefits, as well as Delta Dental and EyeMed Vision benefits; employee contribution amounts are shared with the District and vary depending on number of hours worked per day. (Employees may opt out of medical, dental and vision insurance but may require to provide proof of other health coverage.) The district also pays into a life insurance policy for all employees who work at least 4 hours per day. Additional options for life insurance and disability insurance are available.Vacation: New employees earn vacation time on a basis of 1 day for each month in paid status, resulting in up to 12 days of vacation time per year, prorated based on months worked per year. Employees with years of longevity may earn up to 25 days of vacation time per year, prorated based on months worked per year.Holidays: Employees are allocated up to 15 scheduled holidays and 2 floating holidays per year; holidays are prorated based on months worked per year.Sick and Personal Necessity: Employees earn sick leave on a basis of 1 day for each month in paid status, resulting in up to 12 days of sick time per year. Employees may use up to 7 days of their sick leave balance each year for personal necessity purposes.Retirement: Retirement: Employees working 4 or more hours per day and those already contributing to CalPERS will be automatically enrolled into CalPERS upon hire. The District's CalPERS formula is 2% at 55 for employees enrolled with CalPERS prior to 12/31/2012 and 2% at 62 for employees who have already or will enroll into CalPERS as of 01/01/2013 or afterward. Employees working less than 4 hours per day will be included in an alternative retirement plan based on the use of pretax contributions.Please visit the Carlsbad Unified School District website to view details regarding salary schedules, employees benefits, an electronic copy of the LIUNA Classified Union Handbook, and an electronic copy of the Personnel Commission Rules.01 I understand that in order for my application to receive every consideration in the selection process, I must complete the following supplemental questionnaire for this position. The information I provide will be reviewed and used to determine my eligibility to move forward in the selection process. Unanswered questions, incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do not refer to a resume or other documentation in lieu of completing the employment history section or responding to the supplemental questions; they will not be reviewed or considered. If the supplemental question is not applicable, please indicate N/A. I have read and understand the above instructions regarding supplemental questions. Yes No 02 I understand that failure to respond to the following questions may result in the rejection of my application and I will not proceed in the testing process. Résumés are NOT reviewed for assessing the weighted test part. References such as 'See Resume' as a response will not be scored.I understand the instructions provided above and hereby certify the accuracy of the information I am providing. Yes No 03 Please provide a written response of 200 to 500 words to each of the following questions. Your responses will be evaluated by a panel of qualified, objective raters as a weighted test part. I have read and understand the above statements. Yes No 04 Please describe your experience providing clerical and administrative support, including any software and programs you used. Be sure to include the name of the organizations you worked for while conducting these duties, along with your job title(s) and dates of employment. If you do not have this type of experience, please type N/A. 05 What techniques have you used to maintain cordial and cooperative relationships with people making contacts with your office? Please describe an experience when you succeeded in remaining tactful and courteous despite a challenging or difficult encounter. Be sure to include the name of the organizations you worked for while conducting these duties, along with your job title(s) and dates of employment. If you do not have this type of experience, please type N/A. 06 Describe your experience monitoring and maintaining budgets. Be sure to include the name of the organizations you worked for while conducting these duties, along with your job title(s) and dates of employment. If you do not have this type of experience, please type N/A. 07 Give us some examples of your experience interpreting and explaining laws, regulations, and policies to people who are not familiar with the information. Be sure to include the name of the organizations you worked for while conducting these duties, along with your job title(s) and dates of employment. If you do not have this type of experience, please type N/A. 08 Please be sure to answer the above questions as truthfully and accurately as possible. Your responses to these questions may be assessed in subsequent examination parts, and any sign of deliberate misinformation or intentional exaggeration will result in disqualification from the examination process and a possible bar from future employment opportunities with the Carlsbad Unified School District. I have read and understand the instructions above and hereby certify the accuracy of the information I am providing. Yes No Required Question