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Santa Monica Malibu School District

Senior Administrative Assistant (Confidential)

Santa Monica Malibu School District, Santa Monica, California, United States, 90403


Salary :

$62,388.00 - $79,644.00 Annually

Location :

Santa Monica, CA

Job Type:

PERMANENT, 12-MONTH

Job Number:

540162-25-01

Department:

HUMAN RESOURCES

Opening Date:

11/01/2024

Closing Date:

11/25/2024 4:00 PM Pacific

BASIC FUNCTION AND QUALIFICATIONS

APPLICATIONS ACCEPTED ON-LINE ONLY

WEDNESDAY, NOVEMBER 20, 2024 - MONDAY, NOVEMBER 25.2024

CURRENT VACANCIES:

Located at the District Office in Human Resources (8 hours per day, 12 months per year). This position is designated as Confidential. A confidential employee has access to confidential information that is used during bargaining with unions and is therefore not represented by a union.

FUTURE VACANCIES:This recruitment may be used to fill future vacancies, including those that are not designated as confidential. Non-confidential positions are on salary schedule A-40 ($4,895 - $6,249/month).

BASIC FUNCTION:Under general supervision, provides complex and varied analytical, budgetary and administrative support on behalf of designated managerial, supervisory or administrative positions; performs varied administrative assignments and research; completes special projects in support of the department, school or District; and performs other related work as necessary.

MINIMUM QUALIFICATIONS:EDUCATION:High school diploma or recognized equivalent.

EXPERIENCE:Five years of varied administrative, secretarial and clerical support experience.

NOTE: Five years of FULL TIME (40 hours per week) experience is required. Part-time experience will be prorated (e.g., four year's part-time experience at 20 hours per week is equal to two years full time).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:

Schedules and arranges major meetings, workshops, conferences and events; coordinates and prepares materials for special programs and activities and interfaces with public and private representatives.Prepares District Board agenda items and researches past Board actions; prepares committee or Board minutes.Creates and utilizes complex databases.Develops departmental and school-wide calendars.Researches and presents department budgets for review at the management level; evaluates cost trends and identifies purchases and equipment needs.Evaluates operating and grant expenditures and rationale for cost trends and variations.Compiles statistical instructional data for special studies and analyses.Initiates and administers major District-wide projects in support of the Superintendent's Office; participates in surveys sponsored by the District or other organizations.Composes and edits letters and correspondence to officials, consultants, grantors, committee representatives, and public and private representatives.Writes, types and proofreads agendas, reports and memos on behalf of managers, supervisors and administrators; compiles and distributes special mailings.Reviews and approves school, division or departmental payroll reports.Administers work orders and facility service requests.Explains procedures and provides technical direction to classified office support personnel and Student Assistants.Answers incoming calls and routes individuals to appropriate staff; greets and directs visitors to appropriate personnel; screens, sorts, distributes and prepares department mail and special deliveries.Performs other functions as assigned or as the situation requires.

KNOWLEDGE OF:

Administrative policies and department procedures.Budgeting principles and accounting principles.Cost estimation techniques.Project management principles.Proper usage of the English language and business protocols.Principles of statistics.Organization and uses of instructional data.Record keeping principles and procedures.Report writing methods.Purchasing procedures.Customer service principles.Office practices, procedures, and equipment.Relevant provisions of the Education Code.Word-processing, graphics and spreadsheet applications programs.

ABILITY TO:

Analyze and evaluate budgetary trends and practices.Organize and conduct studies.Plan major events and functions.Administer projects.Compile, verify and use information from school, department or division databases.Take and transcribe minutes.Organize, coordinate and complete tasks to meet scheduled deadlines.Interpret and apply administrative policies and procedures.Compile and maintain files.Operate personal computer and standard office equipment including fax machine, computer printer and copier machines.Understand and follow oral and written instructions.Communicate effectively and work cooperatively with co-workers, supervisors, management, public, and other department representatives.Provide technical direction to classified office support personnel and student assistants.Demonstrate flexibility and respond to changing requirements and job assignments.Work independently.

SUPERVISION AND WORKING CONDITIONS

SUPERVISION:Reports To: Superintendent, Assistant Superintendent, Principal, Vice Principal, Director, Manager, Supervisor or Administrator

Provides Technical Direction To: Assigned Student Assistants and office support personnel

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, supervisors, co-workers, administrators, faculty, 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 DEMANDS: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.

on Freepik

* A choice of medical plans* Dental insurance* Vision plan* PERS* 13 paid sick days (annual)* Up to 16 paid holidays* 24 paid vacation days (annual)

IMPORTANT INFORMATION FOR JOB APPLICANTS

ACCOMODATION FOR DISABLED: If you have a disability that may require an accommodation in any of these selection procedures, please notify the Personnel Commission in writing and attach your request to the completed application packet.

PREFERENCE POINTS: Seniority credit, based on length of service, is added to the final passing score of permanent employees. Veteran's credits are added for entrance examination as follows: 5 points for non-disabled veterans; 10 points for disabled veterans. "Veteran" is defined as serving at least 30 days active duty during war or qualifying armed conflict. A DD-214 must be presented on or before date of the examination.

ELIGIBILITY LIST: Candidates who pass the examination will be placed in rank order on the eligibility list. Final selection will be made from the top three available ranks only. When a promotional and open eligibility list is established, the promotional list will be used first. Eligibility lists are usually established for one calendar year.

CONDITIONS OF EMPLOYMENT: All potential employees must provide evidence of their identity and authorization to work in the United States before they will be hired. State law requires employees to provide proof that they have had a recent negative tuberculosis test result. All new employees are fingerprinted and conviction records, if any, are checked.

SALARIES, MERIT INCREASES & ADVANCED STEP PLACEMENT: Salaries generally begin on the first step of the appropriate salary range. Permanent employees receive an increase after six months of continuous satisfactory service and equal raises based on merit at subsequent one year intervals for a total of five increases. Relevant experience and/or education in excess of entry requirements may permit employment at other than the first step. If employed at a higher step, salary increases are granted annually until reaching the end of the salary range.

Assuring Equal Opportunities through the Merit System since 1938.

SANTA MONICA-MALIBU UNIFIED SCHOOL DISTRICTPERSONNEL COMMISSION1717 4th StreetSanta Monica, CA 90401

The Santa Monica-Malibu Unified School District does not discriminate based on actual or perceived sex, age, ancestry, color, ethnic group identification, gender, mental and/or physical disability, national origin, race, religion, sexual orientation, and a person's association with a person or group with one or more of these actual or perceived characteristics.

(Revised April 2008)

01

PLEASE READ THE FOLLOWING STATEMENT:

The information you provide on this application will be used to determine if you meet the minimum qualifications. Please be accurate, truthful, and thorough in your responses as your application is part of the selection process. Referring to your application/resume, listing "see resume", or incomplete responses will

NOT

qualify as a response to any question and may result in

DISQUALIFICATION .Your experience, education, training, and certification must be listed on your application in order to be considered. Any sign of deliberate misinformation or intentional exaggeration will result in disqualification from this examination process and possible bar from future employment opportunities with Santa Monica-Malibu Unified School District.

I confirm that I have read, understand, and accept the above terms

02

Please read the following statement regarding compensation: New employees start on the first step (Step A) of their classification's salary range.

Senior Administrative Assistant (Confidential) begins on step A: $5,199/month.

On the first day of employment, new employees will be given 60 days to submit a formal request for advanced step placement.Employees who have experience and education that greatly exceed the minimum qualifications may be considered for placement on steps above A.

ONLY INFORMATION ON YOUR APPLICATION WILL BE USED TO DETERMINE ADVANCED STEP PLACEMENT. Transcripts, certificates, and additional references or materials may be requested for verification purposes.

I confirm that I have read, understand, and accept the above terms

03

Select the option below that best corresponds with your employment status:

I am a current employee of SMMUSDI am a former employee of SMMUSDNeither of the above

04

If you are a current SMMUSD employee, please list your specific classification.If you are not a current SMMUSD employee please enter N/A

05

Select the option below that best describes your highest level of education completed.

Some high schoolHigh school diploma or recognized equivalentAssociate's degreeBachelor's degreeMaster's degree or higher

06

Please state the major that you completed for the education selected above. If you did not have a major or did not complete major coursework, please list "NA." Please do not refer to your resume or application. Responses not completed in full will result in an incomplete application.

07

Select the option below that best corresponds with the amount of experience you possess providing secretarial and administrative support for a manager, director or other administrator.

Some experience but less than one yearOne year but less than twoTwo years but less than threeThree years but less than fiveFive years but less than sevenSeven years but less than tenTen years or more

08

In reference to the question above, what was your supervisor's title and what functions was s/he responsible for?Your response to this question will be used to evaluate whether you meet Minimum Qualifications .

09

In reference to the question above, describe the SPECIFIC secretarial and administrative responsibilities you held and duties performed.Your response to this question will be used to evaluate whether you meet Minimum Qualifications .

10

What kinds of computer software do you have experience using? Describe documents/projects you have produced with each program.Your response to this question will be used to evaluate whether you meet Minimum Qualifications .

11

Describe your experience gathering data and writing reports for an administrator. Include in your response how you collected the data and the type(s) of report(s) you generated.Your response to this question will be used to evaluate whether you meet Minimum Qualifications .

12

Select the option below that best describes the amount of experience you possess interfacing with the public as an employee of a school district or other public sector agency.

I have never worked for a school district or other public sector agencySome experience but less than one yearOne year but less than threeThree years but less than fiveFive years or more

13

In regard to your experience in a school district or other public agency, please list the title(s) of the position(s) you held and briefly described the responsibilities you were assigned.

If you do not have experience in this area, type N/A.

Required Question