Administrative Assistant V

Under the general direction of a Department Director the Administrative Assistant V provides a wide variety of highly complex professional administrative and analytical work in support of an assigned District Department Director conveying information; supporting office functions; and implementing assigned projects and site activities. The incumbents in this classification provide the school community with complex administrative assistant duties in support of assigned administrator which directly support student learning and achievement.

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 departmentspecific functions duties and tasks from those set forth below to address business needs and changing business practices.

• Answers and initiates telephone calls for responding to inquiries screening calls taking messages requesting information and/or conveying information.
• Compiles data from a variety of sources (e.g. instructional minutes enrollments attendance for State reports Board newsletters) for the purpose of preparing reports and/or preparing information for assigned Director.
• Develops and implements office procedures to expedite the transmittal of information and to facilitate implementation of policies and programs; assures complete and timely operations.
• Coordinates and assists with a variety of complex projects functions and/or program components (e.g. administrative meetings Visual and Performing Arts performances Public Work Projects) for the purpose of completing activities and/or delivering services to achieve goals and meet target dates.
• Maintains a wide variety of confidential manual and electronic documents files and records (e.g. calendars department budgets requisitions Federal compliance documents records for audit purposes employee evaluations facilities use applications developer fees CalCard expenses) for providing uptodate information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Tracks updates and compiles comprehensive data from a variety of sources for the purpose of complying with financial legal and /or administrative requirements.
• Interprets and applies rules and regulations as appropriate; coordinates communications; obtains and provides information in a timely manner to meet the needs of the District and the community; coordinates activities and resolves issues.
• Monitors a variety of activities on behalf of assigned Administrator/Director for the purpose of achieving goals and meeting target dates.
• Schedules a wide variety of activities for making necessary arrangements.
• Reconciles account balances for assigned budget categories for maintaining accurate account balances.
• Updates and maintains the departments webpage.
• Orders supplies and materials for ensuring availability of items.
• Participates in a variety of meetings workshops trainings and activities; records minutes and summaries; supports the needs of the attendees.
• Performs general to complex clerical functions (e.g. scheduling copying faxing data entry filing) for supporting office functions.
• Prepares a wide variety of complex reports documents and correspondence of a confidential and nonconfidential nature (e.g. letters memoranda meeting minutes charts reports forms surveys flyers annual notifications contracts Board and legal documents) for documenting activities and/or conveying information.
• Processes a variety of documents and materials (e.g. travel requests reimbursements Cal Cards use of Facility Permits) for disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Provides direct assistance/training to site administrators with Electronic School Accountability Report Cards (ESARC) and site plan development for ensuring the efficient and accurate reporting processes.
• Receives informational material (e.g. mail flyers) for reading sorting routing and responding as directed.
• Represents assigned Director in their absence for conveying and/or gathering information required for their functions.
• Responds to a wide 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.
• Supports assigned administrative personnel for providing assistance with their functions and responsibilities.
• 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
• Accounting bookkeeping principles
• Use of jobrelated software applicationsincluding 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
• Plan and manage complex and responsible projects
• Accurately take and transcribe notes and/meeting minutes/recollections
• Prepare and maintain accurate 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
• Exercise tact and diplomacy in dealing with sensitive complex and confidential issues and situations
• Learn interpret explain and apply knowledge of District and department organization operations programs functions special terminology
• Prepare spreadsheets graphs and charts; enter import and export data to and from databases
• Read write and communicate clearly in English; a second language (usually Spanish) may be required
• Understand and follow written and oral instructions
• Perform well under pressure for competing timesensitive priorities

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 jobs functions. There is a continual opportunity to affect the organizations services.

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

EDUCATION REQUIRED:

High school diploma or equivalent.

EXPERIENCE REQUIRED:

Five 5 years of experience as an Administrative Assistant I II III or IV in MUSD; OR; an equivalency of work experience performed from another educational institution or agency in the capacity level of Administrative Assistant V in the Administrative Assistant series within the Madera Unified School District.

LICENSE(S) REQUIRED:

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

CERTIFICATIONS AND TESTING REQUIRED:

• Pass the Districts 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 postemployment retest as required (currently every four years)
  • Preemployment physical exam A through Districts provider

SALARY SCHEDULE:
Classified Salary Range: 36
Work Calendar: 261 Days
Work Location: Transportation Department
Work Hours: 8:00 am 5:00 pm8 hours/day)

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

3. Resume

4.Two 2 Letters of Recommendation (written specifically for the position and dated within the last 2 years)

*PC RULES 5.2.1.2 5.2.1.2 Inhouse 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.