Salary : $5,473.87 – $6,654.27 Monthly
Location : Simi Valley, CA
Job Type: Full-Time Perm
Job Number: 23-7512-1
Department: District Office, Simi Valley
Opening Date: 07/11/2023
Closing Date: 8/1/2023 11:59 PM Pacific
PURPOSE
To establish a list of eligible candidates that will be used to fill an anticipated vacancy for the duration of the list, up to one year. In anticipation of approval by the Board of Education, the vacancy is a 12 month, full-time (8 hours/day) position located with the Department of Instruction and Pupil Services at the District Office in Simi Valley.
APPLICATION DEADLINE: Completed applications must be submitted no later than 11:59 p.m. on August 1, 2023. Late applications will not be accepted.
TESTING PROCESS:
A) Multiple Choice Test = 40% weighting on final score
Tentatively scheduled for: August 10, 2023B) Structured Interview and In-Basket Exercise = 60% weighting on final score
Tentatively scheduled for the week of: August 14, 2023
C) Online Computer Applications Test = pass/fail
Applicants must meet the minimum qualifications stated in the job posting by the application deadline in order to move forward in the testing process. Those candidates who meet the minimum qualifications will be invited to the multiple choice test. Those with the highest scores on the multiple choice test will be invited to the structured interview/in-basket exercise. Those who pass the structured interview will complete a computer applications test administered online. The testing process is subject to change as needs dictate. All communication regarding this process will be delivered via email.
The information included in the Work Experience section of the application will determine whether applicants meet minimum qualifications. Please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields.
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
Summary
Under the direction of an assigned administrator, performs a variety of technical and complex administrative support duties for a senior-level administrator of a department that integrates multiple sub-functions. Coordinates and performs administrative projects within a department. Coordinates work flow and support activities for the department, often involving multiple organization sites and departments. Processes and maintains confidentiality in matters pertaining to personnel negotiations, grievances, pupil, and liability issues.
Distinguishing Career Features
The Senior Administrative Assistant is a confidential, senior technical and program coordinating position that encompasses administrative and secretarial support. Advancement to this position requires the ability to coordinate, interpret, apply, and implement the District’s systems, processes, policies and procedures of an assigned program division. The Senior Administrative Assistant requires competencies such as the ability to independently carry out projects that involve multiple departments and sites; coordinate information gathering for reports and special studies; conduct research; and coordinate, disseminate, and maintain information designated for wide distribution. The Senior Administrative Assistant regularly deals with confidential and private information, and provides support to and may assist in collective bargaining.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Performs technical and complex administrative support involving application of a working understanding of the functions and procedures of the organization unit (cabinet level) to which assigned, with a working knowledge of functions and procedures of other departments and sites.
- Responds to inquiries and conveys information about programs and services provided by the organizational unit and District. Updates Board Policies and Administrative Regulations, contracts, handbooks, and organizational unit rules and procedures. Conveys procedures, and refers difficult or sensitive matters to the appropriate manager or administrator.
- Organizes, balances, prioritizes, and performs administrative support duties, anticipating business and school calendars and cycles. Establishes and works within timelines for projects, activities and required submissions.
- Coordinates the administrative aspects of projects and events, integrating them with ongoing work routines and making assignments to other staff as necessary.
- Provides leadership and serves as a resource to site-based and district office secretarial and clerical staff.
- Provides administrative support to committees, advisory boards, special interest group meetings, and other special processes. Prepares forms, revisions, and final documents to support proceedings.
- Prepares agreements and contracts for services used by and/or provided by the department. Processes contract documents for approval and distributes executed contracts.
- Performs special projects. Conducts research of policies, education code, official proceedings, employee and student records, business statistics, etc., to compile reports for administration or to regulatory or governing agencies.
- Prepares agenda items and reports for administrative and Board review and approval.
- Takes notes and transcribes as assigned. Types from rough drafts or instructions a variety of materials such as letters, memoranda, reports and statistical data. Composes original correspondence and forms on routine department matters.
- May attend Board and other meetings requiring recording of proceedings and/or recollections. May attend departmental meetings as a representative of the administrator.
- Conducts research for, and provides support to an administrator who is engaged in collective bargaining. May attend collective bargaining sessions.
- Schedules appointments and arranges meetings that involve District and external participation. Prepares schedules and informs participants, confirming dates and times.
- Maintains a variety of records, including those of a confidential, private, legal, or sensitive nature and assists in the preparation of departmental/divisional reports by gathering and summarizing information from a variety of sources.
- Assists with development of organizational unit budget proposals by collecting information and maintaining communications with work sections on status and information needs.
- Maintains approved budgets and transaction records, including those for department, projects and grant-funded activities. Prepares periodic reports, updating an administrator of budget status and standing.
- Receives, processes, and may reconcile documents for expenditures. Prepares requisitions and claims for reimbursement. Computes contractual and other fees and charges. Orders merchandise and services from pre-approved purchase orders and within authorized spending limits.
- Receives telephone calls and visitors, screens callers, handles routine matters, provides information, or routes to administrators as necessary.
- May be designated as the District’s California State certified Notary, and required to perform any and all notary services needed by the District to conduct educational and business related transactions and document processing.
- Performs other duties as assigned that support the overall objective of the position.
MINIMUM QUALIFICATIONS
Education and Experience
Requires an Associate’s degree in business, human resources, behavioral science, or related field, and 3 years of progressive administrative assistant experience, preferably in an educational environment. Alternatively, additional applicable experience may substitute for higher education based on two years of experience for one year of college. Alternatively, additional higher education may be substituted for experience on the basis of two years of education for one year of experience.
SUPPLEMENTAL INFORMATION
- Knowledge and Skills
The position requires: In-depth knowledge of modern office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing. Working knowledge of District and department operations, policies, procedures, and calendars. Working knowledge of Education Codes applicable to the area of assignment. Working knowledge of, and skill at using personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, basic presentation graphics, special applications used by the organization unit, and data entry onto custom databases. Sufficient math skills to perform financial and statistical record keeping. Sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. Sufficient human relations skills to work productively and cooperatively with diverse teams, exercise patience when dealing with internal and external customers, and convey technical concepts.
- Abilities
Requires the ability to: Independently perform all of the duties of the position. Accurately take and transcribe notes and/or meeting minutes/recollections. Learn, interpret, explain and apply knowledge of district and organization unit services, operations, programs, functions, special terminology used in the organization unit, and labor agreements. Prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases. Plan, organize and prioritize work in order to meet schedules and timelines. Communicate with administrators, students, staff, and the community using patience and courtesy, and in a manner that reflects positively on the organization unit.
- Physical Abilities
Requires: the ability to function indoors in an office environment engaged in work of primarily a sedentary nature; ambulatory ability to sit for extended periods of time, to utilize microcomputers and peripheral equipment, accomplish other desktop work, and to move to various district locations; near vision to read printed materials; auditory ability to carry on conversations in person and over the phone; the ability to retrieve work materials from overhead, waist, and ground level files; manual and finger dexterity to write, use a pointing device and keyboard at an advanced rate, operate microcomputer, and use other standardized office equipment, almost constantly requiring repetitive motions.
- Licenses and Certificates
May require a valid California driver’s license. May require valid certification as a California State Notary.
- Working Conditions
Work is performed indoors where minimal safety considerations exist.
Individuals protected by the Americans with Disability Act (ADA) may request accommodation if needed. In order for appropriate arrangements to be made for testing, your request must be received at the time your application is submitted. If special arrangements are not requested at the time the application is submitted, it is understood that no special accommodations are required. Documentation on the need for accommodation must accompany your request.
Equal Employment Opportunity StatementThe Simi Valley Unified School District is committed to providing equal opportunity for all applicants for employment. The application, examination, and selection process shall be free from unlawful discrimination, including discrimination against an individual or group based on race, color, ancestry, nationality, national origin, ethnic group identification, age, religion, marital, pregnancy, or parental status, physical or mental disability, sex, sexual orientation, gender, gender identity or expression, or genetic information; a perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics.
Salary: Five step salary range that provides annual increases of approximately five percent until the fifth step is reached. New hire initial step placement (normally up to Step 3) based on qualifying education and experience as outlined in Merit System Rule 7.20.1. An employee who is promoted to a higher class shall be placed on the step of the new salary range that is at least five percent above the current rate, excluding any differential pay.
Vacation: Earned based on assigned hours. Increased vacation allowance based on years of service with the district. Confidential employees receive an additional 3 days vacation allotment, up to a maximum of 22 days. Management employees receive 22 days of vacation (based on a 12-month assignment).
Sick Leave: Earned at the rate of one day (based on the number of assigned hours) per month, and is accumulative from year to year.
Holidays: Fourteen paid holidays per year (based on 12-month assignment).
Insurance and Credit Union: The District offers a competitive Health and Welfare plan for employees and dependents. The Ventura Schools Federal Credit Union offers a variety of services.
Retirement: Employees are covered by Public Employees Retirement System (PERS) Social Security and Medicare. Contributions are made by both the employee and employer. Click to visit website.
Confidential Stipend: Simi Valley Unified School District provides a monthly, confidential stipend of $74.00/month to classified employees hired into the “Confidential” job category.