Santa Monica-Malibu Unified School District
Administrative Assistant
Santa Monica-Malibu Unified School District, Santa Monica, California, United States, 90403
Classified Employee's Salary Range: A-35APPLICATIONS ACCEPTED ONLINE ONLYTHURSDAY, OCTOBER 31, 2024 - MONDAY, NOVEMBER 4, 2024 @ 4:00 PM PST.This recruitment is to establish a one (1) year eligibility list for current and future vacancies and substitute opportunities.THERE IS CURRENTLY ONE VACANCY, 8 HOURS / 12 MONTHS IN SANTA MONICATHE IDEAL CANDIDATE WILL POSSESS:
Ability to analyze and resolve complex administrative issuesExperience working in a school environmentStrong customer service orientation and the ability to diffuse conflict situationsExcellent oral and written communication skillsExperience 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 proficiencyEXPERIENCE:
Three or more years of varied administrative, secretarial and clerical support experiencePREFERRED 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 principlesEXPERIENCE:
At least one year of experience working in a school district or another capacity which required interfacing with the public, students, and a diverse staffLICENSES AND OTHER REQUIREMENTS:
Administrative Professional CertificationJOB DUTIES:
Compose, type and proofread agendas, reports and memos on behalf of managers, supervisors and administratorsMaintain and update master calendar activities such as scheduling appointments, resolving conflicts in scheduling and organizing travel arrangementsCreate or edit existing office correspondence, newsletters, and other documents on behalf of the department or DistrictTrack budgetary expenditures for a number of different accountsResearch vendor and purchasing information and administer petty cash fundsCompile and distribute special mailing and promotional materialsPrepare, review and approve school, division or departmental payroll reports and distributes payroll checksAdminister, assign and complete work orders, facility service, and technology support requestsTake minutes and other records for assigned boards and committees and prepare and distribute agendasExplain procedures and provide work direction to classified office support personnelResearch work practices and office procedures and participate in surveys sponsored by the District or other organizationsCompile and maintain word processing and spreadsheet information used in school, division or department databases and reports; organize and maintain related office filing systemsAnswer incoming calls and route individuals to appropriate staffGreet and direct visitors to appropriate locations or personnel representativesScreen, sort, distribute, and prepare department mail and special deliveriesCoordinate and make travel arrangements for conferences, workshops and other meetings to be attended or administered by managers, supervisors, administrators, or other personnelCompile 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 neededMonitor inventory and order supplies when neededServe as a liaison between assigned department and other internal departments and/or external agenciesPerform other functions as assigned or as the situation requiresKNOWLEDGE OF:
Administrative policies, practices and department proceduresBudgeting and basic accounting proceduresProper usage of the English language including spelling and grammarGeneral business protocols and normsRecord keeping principles and proceduresNumerical, alphabetical and subject-matter based filing systemsSchool admissions, attendance and enrollment practices or department practices, services and programsBusiness letter, report, and email writing methods and techniquesPurchasing procedures, practices, and requirements within a school or business settingGeneral data management, storage and retrieval systemsPrinciples and practices of quality customer service and general office operations modern office practices, procedures, and equipment functionalityRelevant provisions of the Education Code and District Merit RulesWord-processing, database, document management, spreadsheet and graphics application programsABILITY TO:
Compile, verify and run reports using information from school, department, division, or District databasesWork efficiently with a high degree of accuracy paying close attention to detail while meeting deadlinesTake, transcribe and archive meeting minutesInterpret and apply administrative policies and proceduresIdentify, research, compile, and maintain various types of information and filesUse independent judgment and initiative to carry out department and District needsOperate a personal computer and standard office equipment including fax machines, printers, and copier machinesOperate a multi-line telephone system using a clear, well-modulated voice and proper grammar and dictionUnderstand and follow oral and written instructions in EnglishProvide technical direction to clerical and student support staffCommunicate effectively with co-workers, supervisors, management, department representatives, vendors and suppliers, and the public using tact, courtesy and good judgmentDevelop and maintain cooperative working relationships with othersRespond to and resolve questions and concerns from a variety of sourcesDemonstrate flexibility and respond to changing requirements and job assignmentsPerform basic mathematics including addition, subtraction, multiplication, and divisionWork independently and make decisions in accordance with established policies, requirements, and direction from supervisory staff membersHandle confidential information with tact and discretionLearn new skills and processes as requiredSUPERVISION:
Supervision: Establishing overall expectations, goals and objectives, and aligning departmental resourcesReceived From: Site Administrator, Principal, or department-assigned classificationGiven To: Student Workers, InternsWork Direction: Providing specific instruction and expectations on how to complete daily activitiesReceived From: Site Administrator, Principal, or department-assigned classificationGiven To: Classified positions within site or department on behalf of the assigned SupervisorWork Evaluation: Assessing the performance outcomes based on work direction and supervision expectationsReceived From: Site Administrator, Principal, or department-assigned classificationGiven To: NoneWORKING 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.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.
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Ability to analyze and resolve complex administrative issuesExperience working in a school environmentStrong customer service orientation and the ability to diffuse conflict situationsExcellent oral and written communication skillsExperience 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 proficiencyEXPERIENCE:
Three or more years of varied administrative, secretarial and clerical support experiencePREFERRED 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 principlesEXPERIENCE:
At least one year of experience working in a school district or another capacity which required interfacing with the public, students, and a diverse staffLICENSES AND OTHER REQUIREMENTS:
Administrative Professional CertificationJOB DUTIES:
Compose, type and proofread agendas, reports and memos on behalf of managers, supervisors and administratorsMaintain and update master calendar activities such as scheduling appointments, resolving conflicts in scheduling and organizing travel arrangementsCreate or edit existing office correspondence, newsletters, and other documents on behalf of the department or DistrictTrack budgetary expenditures for a number of different accountsResearch vendor and purchasing information and administer petty cash fundsCompile and distribute special mailing and promotional materialsPrepare, review and approve school, division or departmental payroll reports and distributes payroll checksAdminister, assign and complete work orders, facility service, and technology support requestsTake minutes and other records for assigned boards and committees and prepare and distribute agendasExplain procedures and provide work direction to classified office support personnelResearch work practices and office procedures and participate in surveys sponsored by the District or other organizationsCompile and maintain word processing and spreadsheet information used in school, division or department databases and reports; organize and maintain related office filing systemsAnswer incoming calls and route individuals to appropriate staffGreet and direct visitors to appropriate locations or personnel representativesScreen, sort, distribute, and prepare department mail and special deliveriesCoordinate and make travel arrangements for conferences, workshops and other meetings to be attended or administered by managers, supervisors, administrators, or other personnelCompile 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 neededMonitor inventory and order supplies when neededServe as a liaison between assigned department and other internal departments and/or external agenciesPerform other functions as assigned or as the situation requiresKNOWLEDGE OF:
Administrative policies, practices and department proceduresBudgeting and basic accounting proceduresProper usage of the English language including spelling and grammarGeneral business protocols and normsRecord keeping principles and proceduresNumerical, alphabetical and subject-matter based filing systemsSchool admissions, attendance and enrollment practices or department practices, services and programsBusiness letter, report, and email writing methods and techniquesPurchasing procedures, practices, and requirements within a school or business settingGeneral data management, storage and retrieval systemsPrinciples and practices of quality customer service and general office operations modern office practices, procedures, and equipment functionalityRelevant provisions of the Education Code and District Merit RulesWord-processing, database, document management, spreadsheet and graphics application programsABILITY TO:
Compile, verify and run reports using information from school, department, division, or District databasesWork efficiently with a high degree of accuracy paying close attention to detail while meeting deadlinesTake, transcribe and archive meeting minutesInterpret and apply administrative policies and proceduresIdentify, research, compile, and maintain various types of information and filesUse independent judgment and initiative to carry out department and District needsOperate a personal computer and standard office equipment including fax machines, printers, and copier machinesOperate a multi-line telephone system using a clear, well-modulated voice and proper grammar and dictionUnderstand and follow oral and written instructions in EnglishProvide technical direction to clerical and student support staffCommunicate effectively with co-workers, supervisors, management, department representatives, vendors and suppliers, and the public using tact, courtesy and good judgmentDevelop and maintain cooperative working relationships with othersRespond to and resolve questions and concerns from a variety of sourcesDemonstrate flexibility and respond to changing requirements and job assignmentsPerform basic mathematics including addition, subtraction, multiplication, and divisionWork independently and make decisions in accordance with established policies, requirements, and direction from supervisory staff membersHandle confidential information with tact and discretionLearn new skills and processes as requiredSUPERVISION:
Supervision: Establishing overall expectations, goals and objectives, and aligning departmental resourcesReceived From: Site Administrator, Principal, or department-assigned classificationGiven To: Student Workers, InternsWork Direction: Providing specific instruction and expectations on how to complete daily activitiesReceived From: Site Administrator, Principal, or department-assigned classificationGiven To: Classified positions within site or department on behalf of the assigned SupervisorWork Evaluation: Assessing the performance outcomes based on work direction and supervision expectationsReceived From: Site Administrator, Principal, or department-assigned classificationGiven To: NoneWORKING 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.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.
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