TEMPORARY HELP POOL Administrative Assistant

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.

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 andperforms onsite registration andwithdrawal 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 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:

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 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 post-employment retest as required (currently every four years)
  • Pre-employment physical exam A through Districts provider

**This position is temporary and on call as needed and there is no guarantee of work days and work hours. There is no contract for this position and no benefits are provided.**
Classified Substitute Rate - $26.77 per hour
On-call as needed

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

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 SUBMIT YOUR APPLICATION YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.

When completing the application please include ALLcurrent and previous employment in the Work Experience section of the application and complete ALLfields including the name and contact information of your supervisors. Experience included in the resume but not in the Work Experience section of the application may not be considered to determine whether you meet the minimum qualifications.

The applicant must submit all required documents. Personnel Commission staff will not upload your documents for you.

If you have any questions regarding the recruitment processplease contact Personnel Technician Cynthia Chavira at Ext 296 or email

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 in the announcement. Those applicants needing such accommodations should document this request including an explanation of 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 persons actual or perceived race religion 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

Assistant Superintendent of Student & Family Support Services

1820 Howard Road Madera CA 93637