Administrative Assistant Temporary Help Pool ( 2024/2025 School Year)

Job Description:

Administrative Assistant Temporary Help Pool ( 2024/2025 School Year)

Description

Definition

Under general supervision, the purpose of the position is to support the educational process with 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.

DISTINGUISHING CHARACTERISTICS
This is the first level in the Administrative Assistant series. The Administrative Assistant I classification provides secretarial support to the Principal of an assigned elementary K-8 School sites with a student population of less than 400.

This job reports to the Assigned Administrator.

Examples of Duties/Essential Job Functions

• Administers 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.
• Answers and initiates telephone calls for responding to inquiries, transferring calls, taking messages, requesting information and/ or conveying information.
• Collects payments for a variety of events (e.g. fines, fees, and fundraisers, etc.) 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, etc.) for complying with financial, legal and/ or administrative requirements.
• Coordinates a variety of projects, functions and/or program components (e.g. appointments, meetings, in-service events, travel and accommodations, graduations, Back to School Nights, Mini Charge, etc.) for the purpose of completing activities and or delivering services in a timely fashion.
• Greets parents, students and visitors for the purpose of responding to inquiries and/or directing individuals to appropriate location in accordance with established building security procedures.
• May assist in a wide variety of confidential and non-confidential manual and electronic documents files and records (e.g. budget data, reports, cums, student information, testing materials, discipline records, Home Hospital records, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors a variety of activities on behalf of assigned Administrator (e.g. account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates.
• Monitors students referred for illness or disciplinary action for the purpose of ensuring their safety and welfare, and maintaining a secure office environment.
• Obtains substitute personnel for ensuring the coverage of all classrooms not filled by the sub service.
• Oversees the work activities among the office staff (e.g. clerks, secretaries, volunteers, student assistants, etc.) for the purpose of organizing work assignments and ensuring completion within established guidelines.
• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Performs student enrollment and withdrawal activities for complying with established requirements.
• Prepares a variety of documents (e.g. correspondences, agendas, minutes, event programs, bulletins, reports, requisitions, registration packets, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.
• Presents information on administrative procedures (e.g. department/program policies, submission procedures, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel.
• Processes documents and materials (e.g. timesheets, work orders, requisitions, travel reimbursements, open enrollment forms, cums, mail, etc.) for disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Procures supplies and materials for maintaining availability of required items.
• Researches a variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.
• Responds to a variety of inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information or direction and/or facilitating communications among parties.
• Schedules a wide variety of activities (e.g. meetings, appointments, etc.) for making necessary arrangements.
• Supports assigned administrative personnel for providing assistance with their functions and responsibilities.

OTHER FUNCTIONS

• Performs other duties as assigned which are related, or logical in assignment to the position.

Employment Standards/Minimum Qualifications

Experience:
Three years of increasingly responsible clerical/secretarial experience in an office environment.
Education:
High school diploma or equivalent.
Required Testing:

• Pre-employment Proficiency
• Pre-employment Physical Exam

Continuing Education/Training

• Maintain as needed

Certificates/Licenses

• Valid CDL

Clearances

• DOJ/FBI Background Clearance
• TB Clearance
• Physical Demand (A)
  
  KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Current policies, laws, and procedures
• Use of job-related software applications
• Business telephone etiquette
• Concepts of grammar and punctuation
• Use of Word, Excel, PowerPoint, presentation technology
• District policies, procedures
• District organization and locations

Skills and Abilities to:

• Operating standard office equipment
• Use of job-related software applications
• Preparing and maintaining accurate records
• Planning and managing projects
• Guiding others
• Working with others in a wide variety of circumstances
• Communicate effectively, both orally and in writing
• Understands and follows written and oral instructions
• Operates a computer and use standard business software
• Work with data utilizing defined but different processes
• Work with a diversity of individuals and or group
• Work with a variety of data
• Utilize job-related equipment
• Adapting to changing work priorities, communicating with diverse groups
• Exercise tact and diplomacy in dealing with sensitive, complex and confidential issues and situations
• Meeting deadlines and schedules
• Setting priorities, working as part of a team
• Working with frequent interruptions
• Ability to read and write, and communicate clearly in English
• Ability to read and write, and communicate clearly in a second language (usually Spanish) may be required

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. The utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to affect the organization's services.

Classified Substitute Salary Schedule - $22.94 per hour
On call as needed

Examination Process

Materials Required:
1. Completed application
2. Copy of High School Diploma or Equivalent

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 placed on the Substitute list.

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. 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.

If you have any questions regarding the recruitment process please contact Personnel Technician, Norma Orozco at (559) 675-4500 Ext 296 or email normaorozco@maderausd.org.

All required documents must be submitted by the applicant. Personnel Commission staff will not upload your documents for you.

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, 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
Executive Director of Student & 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: 1/21/2025 4:00 PM Pacific

Salary:

See Position Description