Administrative Assistant/Confidential-Personnel Commission #89-25
Administrative Assistant/Confidential-Personnel Commission #89-25
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$ 77112 - 93720
1 Vacancy
Job Description
The Vacancy Basic Function Minimum Qualifications
THE VACANCY:
This recruitment is dual certification meaning all are welcome to apply and current employees in permanent positions are eligible to receive seniority credit once passing all exams.
There is currently one vacancy located in the Human Resources Department supporting the Administrative Director I and the Personnel Commission. This position works 8 hours per day 5 days per week 12 months per year.
Please apply online at follow the link for classified open positions.
BASIC FUNCTION:
Under the direction of the Administrative Director I Classified Personnel perform a variety of responsible complex clerical and secretarial duties; coordinate and organize activities to relieve the administrator of office detail; coordinate the overall operations of the assigned office; interpret policies guidelines and regulations; maintain confidentiality of sensitive and privileged information.
MINIMUM QUALIFICATIONS:
EDUCATION AND EXPERIENCE:
Any combination equivalent to: graduation from high school including or supplemented by collegelevel coursework in business office management secretarial science or related field and four years of increasingly responsible secretarial experience.Examination Procedures And Information
- THE EXAMINATION:
Exam Weight
Supplemental Questions: Qualifying
Performance Exam:5 minute typing at 55 net wpm and Computer Skills Test: Qualifying
Written Examination: 50%
Qualifications Appraisal Interview: 50%The supplemental questions to the application will be reviewed and rated for certification. These questions are required at the time of application and are qualifying.
An eligibility list will be established for successful candidates which will be used to fill open positions during the life of the list.
Examinations and interviewing for creating the eligible list will be conducted virtually using different online/internet platforms that require video recording or conferencing capabilities as well as access to a computer with an internet connection and basic Microsoft Office Suite Software.The performance exam including computer skills test and keyboarding proficiency is tentativelyscheduled for the week of June 2nd. Those who are successful will be invited to the written examination which is tentatively scheduled for the week of June 9th. All who are successful with the written exam will be invited to the qualifications appraisal interview (oral exam) which has been tentatively scheduled for the week of June 16th. You will be notified via email as indicated on your application regarding your ability to participate in this recruitment.
Applications will be reviewed for minimum requirements. However NewportMesa Unified School District reserves the right to hold a competitive screening based on the number of applications and the needs of the District.If you elect to have NewportMesa Unified School District (hereafter District) contact you via email regarding your application and the hiring process please be aware that the District is not responsible for any contacts you may have blocked on your email service. Unclaimed emails to applicants are not the responsibility of the District. In an effort to allow our emails through your personal spam filter you can try to add and to your safe senders list. Job Responsibilities
REPRESENTATIVE DUTIES:
ESSENTIAL DUTIES:
Serve as the confidential administrative assistant to the Administrative Director I Classified Personnel; perform a variety of clerical and technical tasks and serve as liaison with other district staff and the public; coordinate the overall daily operations of the assigned office; design and implement office records and filing manual and automated systems and databases.
Prepare agenda items for Personnel Commission meetings; record and transcribe minutes; prepare and distribute minutes update records documents and reports to appropriate personnel; maintain and update rules complex lists records and reports related to the Commission including those of a confidential nature; maintain archival records such as minutes rules and other related documents.
Prepare salary survey requests for the Personnel Commission; contact other districts to obtain class specifications and salary data; compile and prepare salary information for review; track survey results; compile review and analyze employment data; perform data queries and produce reports tables graphs and narrative presentations.
Process paperwork required for employment retirement termination resignations leaves of absence change of assignment and other related information; prepare and review agenda items for the Board of Education in compliance with legal requirements and inclusion of necessary exhibits and backup materials; edit rewrite or originate agenda items.
Prepare documents and information relating to collective bargaining activities including employee relations and negotiations; maintain confidentiality regarding issues related to negotiations and other collective bargaining matters.
Maintain budget and expenditure information for the Personnel Commission; process personnel and supply requisitions and approvals; prepare and maintain monthly time reporting and absence reports.
Prepare and/or assist in the preparation of routine job announcements; coordinate the development printing and distribution of recruitment materials;review job applicants for specific criteria; prepare and submit notices of action; input testing results; respond to inquiries regarding application process; prepare eligibility lists; prepare preliminary exam plans for job postings; generate and publish annual report; assist with processing of new employees.
Perform a variety of activities related to the assigned department.
Provide training technical leadership and direction to staff; assure that established procedures are carried out efficiently; serve as a resource person for other district secretarial and clerical staff; schedule and proctor online training classes.
Coordinate and schedule appointments arrange meetings and make travel arrangements; reserve facilities; prepare and assure proper completion of reimbursement forms; schedule and maintain calendar as assigned; coordinate and arrange special events and activities of the Commission; attend meetings as assigned; screen visitors and phone calls.
Maintain office equipment in proper working condition and arrange for repairs or supplies as needed.
OTHER DUTIES:
Perform related duties as assigned.WORKING CONDITIONS:KNOWLEDGE AND ABILITIES:KNOWLEDGE OF:Organization programs operations procedures specific rules and precedents of assigned office.
Agenda preparation and distribution techniques.
Personnel Commission policies and procedures.
Requirements of a Merit System school district.
Office practices procedures and equipment.
Letter and report preparation techniques.
Data management storage and retrieval systems.
Recruitment activities and related practices and procedures.
Basic research methods.
Oral and written communication skills.
Receptionist and telephone techniques and etiquette.
Correct English usage grammar spelling punctuation and vocabulary.
Operation of office machines including computer equipment and assigned software.
Interpersonal skills including tact patience and courtesy.ABILITY TO:Perform difficult and complex responsible clerical and secretarial work independently and effectively.
Evaluate documents for accuracy and legal conformance.
Prepare financial and accounting records.
Prepare review and distribute agendas.
Analyze difficult and sensitive situations and adopt an appropriate course of action.
Compose correspondence and other narrative material.
Assemble and compile data/information and prepare reports.
Maintain complex files and records.
Understand interpret and explain a variety of policies procedures and technical written material and information.
Schedule and coordinate meetings conference and appointments.
Manage a budget and work within constraints of that budget.
Work independently with little direction.
Read interpret and apply rules regulations policies and procedures.
Establish and maintain effective working relationships with others.
Communicate effectively both orally and in writing including writing presentations and reports.
Work confidentially with discretion.
Operate a variety of office equipment including a computer and assigned software.
Input data at an acceptable rate of speed.
Meet schedules and timelines.
Make arithmetical calculations.
ENVIRONMENT:
Office environment.
Constant interruptions.
PHYSICAL DEMANDS:Dexterity of hands and fingers to operate a computer keyboard and other office equipment.
Seeing to read a variety of materials.
Hearing and speaking to exchange information in person and on the telephone.
Sitting for extended periods of time.
Bending at the waist kneeling or crouching to file materials.
HAZARDS:
Contact with abusive or dissatisfied individuals.
Personnel Commission April 2025
Ewing Consulting Inc. July 2016Nondiscrimination
OTHER BENEFITS:
This position includes the invitation to participate in the NewportMesa Administrators Association Paid Professional Dues and the ability to earn 1 or 2% of your base salary as a Professional Growth Stipend.
Employment Type
Full-Time
