Senior Administrative Assistant (Confidential)

APPLICATIONS ACCEPTED ON-LINE ONLYWEDNESDAY, NOVEMBER 20, 2024 - MONDAY, NOVEMBER 25, 2024CURRENT 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 years part-time experience at 20 hours per week is equal to two years full time).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:Reports To: Superintendent, Assistant Superintendent, Principal, Vice Principal, Director, Manager, Supervisor or AdministratorProvides Technical Direction To: Assigned Student Assistants and office support personnelWORKING 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.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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