Administrative Assistant III

Job Description:

Administrative Assistant III

Description

Definition

Under the general direction of a Middle School Principal or a comprehensive High School Vice Principal or Athletic Director, the Administrative Assistant III performs specific responsibilities for administrative and secretarial support to assigned school site administrators; monitoring assigned activities; and providing information, recommendations, and/or direction as requested by assigned administrator. The incumbents in this classification provide the school community with complex administrative assistant duties, in support of a comprehensive Middle School Principal or a comprehensive High School Vice Principal or Athletic Director, which directly support student learning and achievement.

Examples of Duties/Essential Job Functions

The following alphabetical list of functions, duties and tasks is typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform other closely related or department-specific functions, duties and tasks from those set forth below to address business needs and changing business practices.

• Acts as resource to teachers, students, parents and the general public regarding general and specific information on the policies, procedures and activities of assigned school site; communicates with District personnel, students, staff, parents, community members, vendors and various outside agencies to exchange information, coordinate activities and resolve issues or concerns.
• Answers and initiates telephone calls for responding to inquiries, transferring calls, taking messages, requesting information, and/or conveying information.
• Assures that all staff absences are covered each day; determines daily absences; distributes substitute binders, substitute plans, attendance rosters; maintains time sheets; calls for prep coverages and documents prep pay coverages; approves and reconciles absences on automated substitute system.
• Collects payments for a variety of events (e.g., fines, fees, and fundraisers) for the purpose of completing transactions and/or securing funds.
• Compiles data from a variety of sources (e.g., work orders, budget reports, specialized reports, personnel records) for complying with financial, legal and/or administrative requirements.
• Composes a variety of documents and materials (e.g., letters, memoranda, recurring reports, and statistical data) from rough drafts or verbal instructions.
• Coordinates a variety of projects, functions and/or program components (e.g., appointments, meetings, in-service events, travel and accommodations, graduations, promotions, Back to School Nights, Staff Institute Days) for completing activities and/or delivering services to achieve goals and meet target dates.
• Coordinates and facilitates communications and serves as liaison between staff/personnel, parents, students, school and community organizations, and the public.
• Facilitates student enrollment and performs onsite registration and withdrawal activities for complying with established requirements; works directly with students and families to assure accurate processes are completed and needs are met.
• Greets and screens visitors and phone calls; coordinates flow of communications for assigned administrator; responds to inquiries and provides information; directs individuals to appropriate location in accordance with established building security procedures; exercises independent judgment in resolving a variety of issues; and refers difficult issues to the assigned administrator as necessary.
• Maintains a wide variety of confidential and non-confidential manual and electronic documents, files and records (e.g., calendars, budget data, employee records, financial records, reports, student cumulative files, testing materials, attendance records, discipline records, Home Hospital records) for providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Maintains, monitors and records expenditures; posts and reconciles expenditures to budgeting software system; processes staff reimbursements and correspondence; assists in assuring expenditures do not exceed established limitations.
• May assist in the administration of first aid and prescription medications to students (under the direction of a health care professional) for providing emergency and necessary care in compliance with established guidelines.
• Monitors a variety of activities on behalf of assigned administrator (e.g., account balances, work order status) to achieve goals and meet target dates in compliance with established guidelines and regulatory requirements.
• Monitors students referred for illness or disciplinary action for ensuring student welfare and maintaining a secure office environment.
• Oversees the work activities among the office staff (e.g., clerks, office technicians, secretaries, volunteers, student office assistants) to organize work assignments and ensure completion within established guidelines.
• Participates in a variety of meetings, workshops, and/or trainings and activities; records minutes and summaries; supports the needs of the attendees.
• Participates in a variety of meetings, workshops, trainings, and activities; records minutes and summaries; supports the needs of the attendees.
• Prepares a variety of documents (e.g., correspondence, memoranda, agendas, meeting minutes, event programs, bulletins, reports, requisitions) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.
• Processes documents and materials (e.g., timesheets, work orders, requisitions, travel reimbursements, budget transfers, open enrollment forms, student cumulative files, mail) for disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Procures supplies and materials for maintaining availability of required items.
• Provides administrative assistance to assigned administrator, schedules and arranges appointments, meetings, and conferences.
• Represents assigned Administrator in their absence for conveying and/or gathering information required for their functions.
• Researches a variety of topics (e.g., current practices, policies, CIF and other codes, standard operating procedures) to provide information, recommendations and to address a variety of administrative requirements.
• Responds to a variety of inquiries from internal and external parties (e.g., staff, parents, students, public agencies, vendors) to provide information, facilitate communication among parties and/or provide direction.
• Performs other related duties as assigned for ensuring the efficient and effective functioning of the work unit and the District, including various mandatory District trainings.

KNOWLEDGE, SKILLS AND ABILITIES

(At time of application)

Knowledge of:

• Modern office practices, procedures and equipment
• Current policies, laws and procedures
• Use of job-related software applications, including virtual meeting platforms
• Business telephone techniques and etiquette
• Correct English usage, including grammar, spelling, and punctuation; and vocabulary
• Expertise in Microsoft Office, Google Suite tools, and other applicable software applications
• District policies and procedures associated with educational processes
• District organization and locations

Skills and Abilities to:

• Keyboard accurately at an acceptable rate of speed
• Operate standard office equipment utilizing pertinent software applications
• Prepare and maintain accurate records
• Plan and manage complex and responsible projects
• Accurately take and transcribe notes and/meeting minutes/recollections
• Maintains confidentiality of Student Services files and records
• Display exemplary planning, prioritization and time management skills
• Communicate with diverse groups maintaining confidentiality, meeting deadlines and schedules; working with frequent interruptions, setting priorities; establishing and maintaining effective working relationships
• Communicate with staff, parents, and public using patience and courtesy, and in a manner that reflects positively on the organizational unit
• Read, write, and communicate clearly in English; a second language (usually Spanish) may be required
• Perform well under pressure for competing time-sensitive priorities
• Understands and follows written and oral instructions
• Exercise tact and diplomacy in dealing with sensitive, complex and confidential issues and situations

RESPONSIBILITY:

Responsibilities include working under limited supervision; following standardized practices and/or methods; providing information and /or advising others; and operating within a defined budget. Utilization of some resource from other work units is often required to perform the job's functions. There is a continual opportunity to affect the organization's services.

Employment Standards/Minimum Qualifications

( At time of application and in addition to the Knowledge, Skills and Abilities listed above .)

EDUCATION REQUIRED:

High school diploma or equivalent.

EXPERIENCE REQUIRED:

Four (4) years of increasingly responsible clerical/secretarial experience in an office environment; OR; an equivalency of work experience performed from another educational institution or agency in the capacity level of Administrative Assistant III in the Administrative Assistant series within the Madera Unified School District.

LICENSE(S) REQUIRED:

• Valid, current California Driver’s License or ability to provide transportation to meetings, events and trainings associated with essential functions, duties and tasks.

CERTIFICATIONS AND TESTING REQUIRED:

• Pass the District’s applicable proficiency exam for the job class with a satisfactory score
• After offer of employment, obtain:
  • Criminal Justice and FBI Fingerprint Clearance
  • Negative TB test result plus periodic post-employment retest as required (currently every four years)
  • Pre-employment physical exam A through District’s provider

SALARY SCHEDULE:
Classified Salary Range: 34
Work Calendar: 211 Days
Work Location: Matilda Torres High School
Work Hours: 8:00 am - 5:00 pm ( 8 hours/day)

Examination Process

*Materials Required:*
1. Completed application
2. Proof of High School Diploma or Equivalency (copy of official transcript OR copy of diploma is acceptable)

3. Resume

*PC RULES 5.2.1.2 -5.2.1.2 - In-house employees will have first consideration for the position. If sufficient candidates are not available to complete the three ranks, the Personnel Commission will move to include outside candidates.

The examination process will include screening to ensure applications are complete and meet all minimum qualifications. No additional information will be accepted from applicants once the application has been submitted. Only the most qualified applicants who pass the minimum qualifications review will be invited to the examination process.
The examination process will include a competency assessment (50% weight). Those achieving a passing score on the competency assessment will be invited to the qualification appraisal interview (50% weight) . Those candidates achieving a passing overall score of 70% out of 100% on both assessments will be placed on the Eligibility List. The Eligibility List is valid for one (1) year from the certified date. The top three (3) ranks will be forwarded to the Hiring Authority for final interview and selection.

INITIAL TESTING TENTATIVELY SCHEDULED AS FOLLOWS:

COMPETENCY ASSESSMENT: NOVEMBER 22, 2024

QUALIFICATION APPRAISAL INTERVIEW: DECEMBER 3, 2024

PASSING THE EXAMINATION AND BEING PLACED ON THE ELIGIBILITY LIST DOES NOT GUARANTEE AN OFFER OF EMPLOYMENT

To move forward in the selection process, you must complete an online application through this website. Resumes may be uploaded but cannot be used in place of a completed application.

SUBMISSION OF APPLICATION: ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.

When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information of your supervisors. The experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.

All required documents must be submitted by the applicant. Personnel Commission staff will not upload your documents for you. The examination process/examination date is subject to change as needs dictate. All communication regarding this process will be delivered via email to the email address listed on your application.

If you have any questions regarding the recruitment process, please contact Personnel Specialist Alejandra Venegas-Chaves at (559) 675-4500 Ext 294 or email alejandravenegaschav@maderausd.org .

ACCOMMODATIONS: Individuals with disabilities requiring reasonable accommodation in the selection process must inform the Madera Unified School District Personnel Commission Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.

The Governing Board desires to provide a positive work environment where employees and job applicants are assured of equal access and opportunities and are free from harassment in accordance with the law. The Board prohibits district employees from discriminating against or harassing any other district employees and job applicant on the basis of the person's actual or perceived race, religious creed, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, gender identity, gender expression, sex, or sexual orientation. The following person is designated as the Title IX Coordinator:

Prince Marshall
Executive Director of Student and Family Support Services
1820 Howard Road, Madera, CA 93637
559-416-5826

Full-time permanent positions (more than 4 hrs/per day) provide an attractive benefit package which includes health, dental and vision coverage for the employee and eligible dependents. For a detailed list of benefits, visit our website links below.

https://www.madera.k12.ca.us/Page/9901

Closing Date/Time: 11/18/2024 4:00 PM Pacific

Salary:

$24.63 - $32.36 Hourly