Montebello Unified SC Dist
Executive Assistant 2 (Confidential)
Montebello Unified SC Dist, Montebello, California, United States, 90640
Position Information
This is a Promotional/Open Competitive recruitment to create an eligibility list for current and future openings. The position is confidential with a monthly salary range of $6,225.16 to $7,779.19. The district may also elect to fill other classifications of equivalent or lower salary level from the eligibility list. The role will emphasize assisting an executive cabinet member with Board of Education items and interacting with directors and supervisors across multiple departments. Incumbents will interpret California Education Code, Personnel Commission rules, and advise the executive on various matters. The role requires 8 hours/day, five days/week, for twelve months/year, with additional hours as mandated. General Purpose
Under general direction, performs varied, complex, sensitive, and confidential office administrative and secretarial support functions for an executive cabinet member; and performs related duties as assigned. Distinguishing Characteristics
Executive Assistants II provide secretarial, administrative and support services to an executive cabinet member and coordinate work with department directors and other staff to ensure smooth office operations in a highly sensitive environment involving Board members and top executives. Duties
Provides secretarial and administrative support to an executive cabinet member; drafts memoranda, correspondence, board agenda materials and other confidential documents; transcribes confidential correspondence; ensures materials are accurate, complete and compliant with district standards. Reviews, proofreads and edits board agenda items; receives action items and memorandums for Board meetings from division departments and reviews items for accuracy; receives notices of donations to District or school sites; submits information to the Board for recognition; types and mails thank you letters from the Board president; drafts board action items, information and memos for review by division heads, Superintendent and Board members; gathers final board action and memos and submits to the Superintendent's office for signature and submission to the Board; researches and gathers information on specific items. Maintains calendar for assigned executive cabinet member; coordinates, arranges and confirms meetings; screens requests for appointments; attends division meetings to maintain up-to-date knowledge of division activities; takes and maintains minutes of meetings and distributes applicable information to division directors. Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and use of sound, independent judgment; responds to requests for information, refers matters to appropriate District staff and/or takes or recommends action to resolve the request. Reviews, determines the priority and routes incoming correspondence, reports, requests and instructions; handles or refers matters as directed; acts as liaison in coordinating matters between the executive cabinet member and other department heads and managers. Researches and assembles information from a variety of sources for the preparation of reports, correspondence and presentations for the executive cabinet member; coordinates and participates in purchasing equipment, materials and supplies; conducts special studies and recommends procedural or other changes. Establishes, organizes and maintains highly confidential office and personnel files, including grievances, complaints and employee discipline cases. Prepares time reports for assigned employees; maintains director and support staff time reports and information for executive cabinet member's records. Provides work direction and guidance to other secretarial and clerical staff and acts as lead administrative support employee for their division; delegates duties to office support staff which require routine or maintenance attention; determines steps necessary to follow complete assignments; trains support staff and management on proper formats for board presentation and provides appropriate guidelines and processes; provides backup support for other support staff in the executive cabinet member's office. Other Duties
Attends and represents support staff at meetings and/or with organizations that pertain to the District or executive cabinet member's division. Prepares and types collective bargaining contracts; prepares contract proposals, memorandums of understanding and tentative agreements during negotiations; maintains mandated costs records to ensure the District is claiming the maximum amount spent on collective bargaining. Assists with conducting surveys for special reports as directed. Prepares school calendars, including notations for holidays and required work days; determines stull timelines and sends notices to all school sites. Plans and coordinates the annual employee recognition ceremony and retiree reception; creates certificates and assembles pins. Maintains and monitors the filing of conflict of interest forms completed by Board members, the Superintendent and designated employees to meet the requirements of the California Political Reform Act; works with the Office of Los Angeles County Board of Supervisors to ensure lists and forms are current and completed properly and determine if the District's conflict of interest code needs to be updated; answers questions on completion of forms. Researches, gathers information, compiles, types and distributes District emergency telephone lists. Qualifications
Knowledge of
Office administrative and management practices and procedures. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation. District organization, rules, policies and procedures, including payroll and training and expense reporting. Basic functions of school districts, including the role and responsibilities of a public governing board. District administrative procedures and forms for human resources, risk management, contracting, purchasing, inventory, accounts payable, budgeting, travel and training processes. Advanced uses of word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data. Research techniques, methods and procedures. Principles and practices of effective lead work direction. District human resources policies and labor contract provisions; District timekeeping and payroll codes and reporting requirements. Ability to
Operate a computer and word processing software and other standard office equipment. Manage multiple and rapidly changing priorities. Organize, set priorities and exercise sound independent judgment within areas of responsibility. Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies. Organize, research and maintain complex and confidential office files. Compose correspondence, prepare documents and make arrangements from brief instructions. Communicate clearly and effectively orally and in writing. Prepare clear, accurate and concise records and reports. Maintain highly sensitive and confidential information. Use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned and/or upset groups and individuals. Establish and maintain highly effective working relationships with District executives, elected officials, staff, faculty, community leaders, students and others encountered in the course of work. Education, Training, and Experience
Graduation from high school, G.E.D. equivalency, or higher. Five years of increasingly responsible administrative or secretarial experience. Licenses; Certificates; Special Requirements
Some assignments may require bilingual, biliterate or both abilities in a designated second language. Physical and Mental Demands
Lift, carry, push, pull, bend, twist, stoop, kneel, walk, run, and crawl. Perform light physical exertion. Lift 25 pounds. Carry 15 pounds. Reach in all directions. Attend District events scheduled beyond normal work schedule. Stand, sit and walk for extended periods of time. Work at a desk, conference table or in meetings of various configurations. Read, interpret, and apply rules, regulations, policies and procedures. Examination Information
After the evaluation of minimum qualifications, examination parts for this recruitment may include, but are not limited to: scored supplemental questionnaire, written exam, performance exam, oral appraisal interview, physical ability test, oral presentation, project assignment, etc. The Personnel Commission reserves the right to change, alter, cancel, add or modify examination parts, as well as weights and dates. Benefits
The District offers eligible employees and their dependents medical insurance coverage with benefits as determined by the MUSD Health and Welfare Benefit Committee. Vision care, Life insurance and EASE (Employee Assistance Services for Education) benefits are provided at no cost to all bargaining unit employees whose regular assignment is less than 4 hours. Employees eligible for health and welfare benefits shall be allowed to supplement the District’s health and welfare contribution to provide full coverage for all health and welfare benefits.
#J-18808-Ljbffr
This is a Promotional/Open Competitive recruitment to create an eligibility list for current and future openings. The position is confidential with a monthly salary range of $6,225.16 to $7,779.19. The district may also elect to fill other classifications of equivalent or lower salary level from the eligibility list. The role will emphasize assisting an executive cabinet member with Board of Education items and interacting with directors and supervisors across multiple departments. Incumbents will interpret California Education Code, Personnel Commission rules, and advise the executive on various matters. The role requires 8 hours/day, five days/week, for twelve months/year, with additional hours as mandated. General Purpose
Under general direction, performs varied, complex, sensitive, and confidential office administrative and secretarial support functions for an executive cabinet member; and performs related duties as assigned. Distinguishing Characteristics
Executive Assistants II provide secretarial, administrative and support services to an executive cabinet member and coordinate work with department directors and other staff to ensure smooth office operations in a highly sensitive environment involving Board members and top executives. Duties
Provides secretarial and administrative support to an executive cabinet member; drafts memoranda, correspondence, board agenda materials and other confidential documents; transcribes confidential correspondence; ensures materials are accurate, complete and compliant with district standards. Reviews, proofreads and edits board agenda items; receives action items and memorandums for Board meetings from division departments and reviews items for accuracy; receives notices of donations to District or school sites; submits information to the Board for recognition; types and mails thank you letters from the Board president; drafts board action items, information and memos for review by division heads, Superintendent and Board members; gathers final board action and memos and submits to the Superintendent's office for signature and submission to the Board; researches and gathers information on specific items. Maintains calendar for assigned executive cabinet member; coordinates, arranges and confirms meetings; screens requests for appointments; attends division meetings to maintain up-to-date knowledge of division activities; takes and maintains minutes of meetings and distributes applicable information to division directors. Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and use of sound, independent judgment; responds to requests for information, refers matters to appropriate District staff and/or takes or recommends action to resolve the request. Reviews, determines the priority and routes incoming correspondence, reports, requests and instructions; handles or refers matters as directed; acts as liaison in coordinating matters between the executive cabinet member and other department heads and managers. Researches and assembles information from a variety of sources for the preparation of reports, correspondence and presentations for the executive cabinet member; coordinates and participates in purchasing equipment, materials and supplies; conducts special studies and recommends procedural or other changes. Establishes, organizes and maintains highly confidential office and personnel files, including grievances, complaints and employee discipline cases. Prepares time reports for assigned employees; maintains director and support staff time reports and information for executive cabinet member's records. Provides work direction and guidance to other secretarial and clerical staff and acts as lead administrative support employee for their division; delegates duties to office support staff which require routine or maintenance attention; determines steps necessary to follow complete assignments; trains support staff and management on proper formats for board presentation and provides appropriate guidelines and processes; provides backup support for other support staff in the executive cabinet member's office. Other Duties
Attends and represents support staff at meetings and/or with organizations that pertain to the District or executive cabinet member's division. Prepares and types collective bargaining contracts; prepares contract proposals, memorandums of understanding and tentative agreements during negotiations; maintains mandated costs records to ensure the District is claiming the maximum amount spent on collective bargaining. Assists with conducting surveys for special reports as directed. Prepares school calendars, including notations for holidays and required work days; determines stull timelines and sends notices to all school sites. Plans and coordinates the annual employee recognition ceremony and retiree reception; creates certificates and assembles pins. Maintains and monitors the filing of conflict of interest forms completed by Board members, the Superintendent and designated employees to meet the requirements of the California Political Reform Act; works with the Office of Los Angeles County Board of Supervisors to ensure lists and forms are current and completed properly and determine if the District's conflict of interest code needs to be updated; answers questions on completion of forms. Researches, gathers information, compiles, types and distributes District emergency telephone lists. Qualifications
Knowledge of
Office administrative and management practices and procedures. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation. District organization, rules, policies and procedures, including payroll and training and expense reporting. Basic functions of school districts, including the role and responsibilities of a public governing board. District administrative procedures and forms for human resources, risk management, contracting, purchasing, inventory, accounts payable, budgeting, travel and training processes. Advanced uses of word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data. Research techniques, methods and procedures. Principles and practices of effective lead work direction. District human resources policies and labor contract provisions; District timekeeping and payroll codes and reporting requirements. Ability to
Operate a computer and word processing software and other standard office equipment. Manage multiple and rapidly changing priorities. Organize, set priorities and exercise sound independent judgment within areas of responsibility. Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies. Organize, research and maintain complex and confidential office files. Compose correspondence, prepare documents and make arrangements from brief instructions. Communicate clearly and effectively orally and in writing. Prepare clear, accurate and concise records and reports. Maintain highly sensitive and confidential information. Use a high degree of tact, discretion and diplomacy in dealing with sensitive situations and concerned and/or upset groups and individuals. Establish and maintain highly effective working relationships with District executives, elected officials, staff, faculty, community leaders, students and others encountered in the course of work. Education, Training, and Experience
Graduation from high school, G.E.D. equivalency, or higher. Five years of increasingly responsible administrative or secretarial experience. Licenses; Certificates; Special Requirements
Some assignments may require bilingual, biliterate or both abilities in a designated second language. Physical and Mental Demands
Lift, carry, push, pull, bend, twist, stoop, kneel, walk, run, and crawl. Perform light physical exertion. Lift 25 pounds. Carry 15 pounds. Reach in all directions. Attend District events scheduled beyond normal work schedule. Stand, sit and walk for extended periods of time. Work at a desk, conference table or in meetings of various configurations. Read, interpret, and apply rules, regulations, policies and procedures. Examination Information
After the evaluation of minimum qualifications, examination parts for this recruitment may include, but are not limited to: scored supplemental questionnaire, written exam, performance exam, oral appraisal interview, physical ability test, oral presentation, project assignment, etc. The Personnel Commission reserves the right to change, alter, cancel, add or modify examination parts, as well as weights and dates. Benefits
The District offers eligible employees and their dependents medical insurance coverage with benefits as determined by the MUSD Health and Welfare Benefit Committee. Vision care, Life insurance and EASE (Employee Assistance Services for Education) benefits are provided at no cost to all bargaining unit employees whose regular assignment is less than 4 hours. Employees eligible for health and welfare benefits shall be allowed to supplement the District’s health and welfare contribution to provide full coverage for all health and welfare benefits.
#J-18808-Ljbffr