Montebello Unified SC Dist
EXECUTIVE ASSISTANT 1 (CONFIDENTIAL)
Montebello Unified SC Dist, Montebello, California, United States, 90640
Description
This is an Open Competitive recruitment to create an eligibility list for current and future vacancies. The current vacancy is a confidential position with a monthly salary ranging from $5,957.58 to $7,438.29. Successful candidates are expected to work eight (8) hours/day, five (5) days/week, and twelve (12) months/year, with additional work hours as mandated by the supervising executive.
Position Information Under general direction, performs varied, difficult, sensitive and confidential office administrative and secretarial support functions for District executives at or above the director level; and performs related duties as assigned.
GENERAL PURPOSE Under general direction, performs varied, difficult, sensitive and confidential office administrative and secretarial support functions for District executives at or above the director level; and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS Provides complex, diverse and confidential secretarial, administrative and support services to District executives at or above the department director level. Operates in an environment characterized by involvement in broad District-wide issues and interaction with District board members and top executives and representatives of professional groups on complex and sensitive matters.
Duties
Provides confidential secretarial and administrative support to District executives at or above the department director level; types and drafts board agenda materials, memoranda, correspondence, reports, contracts, forms, technical reports and other documents; types from drafts, notes, dictation or brief oral instructions using word processing software; checks materials for accuracy, completeness, and compliance with District standards, policies and procedures; ensures materials, reports and documents for signature are accurate and complete; composes correspondence, reports and informational materials; sends and receives faxes.
Maintains the executive's calendar; coordinates, arranges, schedules and confirms meetings; arranges for meeting set‑up and refreshments; attends meetings, takes notes and transcribes minutes; screens requests for appointments; creates, updates, maintains and distributes event calendars.
Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and the use of sound independent judgment; conducts research, responds to requests for information from officials, customers and the public, refers the request to appropriate staff and/or takes or recommends action to resolve the issue.
Reviews, proofreads and edits department agenda items for board meetings and meetings of committees and commissions; maintains files for board agenda materials; provides information to department heads and managers on pending board matters, District projects and assignments and a variety of other matters; assembles, mails out and/or hand delivers board agendas to staff; posts agendas for public viewing; assists in gathering and assembling information to be included in packets to be sent to board members; reviews documents such as requests and contracts for accuracy, completeness and conformance to applicable guidelines, rules and regulations; confirms budget expenditures; verifies and initials documents and obtains executive approval; files agendas on the Board of Education's net server; briefs administrators on the content of board agenda items and discusses appropriate funding information to meet office guidelines.
Researches and assembles information from a variety of sources for the preparation of records and reports; organizes and maintains a variety of standard and specialized office files.
Prepares and sends in registration for staff and director attendance at conferences, workshops or seminars; prepares checks for fees; prepares commission agenda items for conference attendance; maintains records of travel claim forms and cash vouchers; arranges travel accommodations; receives, checks for accuracy and prepares mileage forms.
Attends to a variety of office administrative details; establishes, maintains and updates confidential, subject, project and specialized files; orders and maintains inventory of office supplies, equipment and furniture; monitors supply budgets and accounts; opens, screens, prioritizes and routes mail; distributes outgoing mail and makes copies for appropriate logs and files to keep track of correspondence; assists in conducting mail‑outs.
Provides administrative and secretarial support for commissions, committees, consultants and the board; prepares, posts and disseminates meeting agendas; makes meeting room and food arrangements; prepares minutes and packets for distribution; coordinates with staff on items that need to be addressed in meetings; maintains files of signed minutes, records and meeting packets; provides departments with information and resolutions obtained in meetings.
Performs payroll duties for department staff; prepares, processes and records all forms and documents; ensures all absences are properly documented; maintains vacation balances for department staff; maintains files of payroll forms, such as time reports, overtime and leave requests; processes required personnel forms; assists director with approval of requested time off; may prepare time reports for commissioners; may act as timekeeper for all school site principals.
Other Duties
Maintains confidential employee reports, including performance reviews, leave requests and disciplinary actions.
Processes requisitions and invoices; verifies funding and board approval dates; initials, obtains director's approval and distributes to appropriate department for payment; inputs budget information, expenditures and budget transfers for invoices and requests; communicates with administrators regarding budgetary discrepancies and requests of transfers to maintain adequate funds.
Maintains files on school and administrative revolving cash funds; composes correspondence to schools and administrators regarding their cash fund accounts.
Reviews Student Accident Report forms; communicates with schools to obtain additional information.
Verifies and records invoices from insurance adjustors for payment; sends letters to claimants in a timely manner.
Reviews and determines what legal action is required for legal documents including subpoenas, employment verification and wage garnishments; coordinates data collection relating to legal documents, responds to requests for information and submits to District Attorney's Office, LACOE and legal counsel; maintains confidential files on all legal documents.
Writes checks from the department's Impress account for pre‑approved expenses, reimbursement of staff and director receipts, supplies, conferences, workshops, seminars and training events; prepares reimbursement forms for checks issued and deposits reimbursement checks; reconciles the bank account.
Checks and prepares contracts for adult education teachers; maintains files and records and recalculates budget changes and salaries; revises contracts for board‑approved adult education facilities; assists in preparing and compiling information for budget estimates; prepares and revises adult education manuals and class schedule booklets.
Provides work direction for department clerical and administrative staff and student clerks; trains and provides assistance on procedures, programs, equipment and work assignments; reviews and monitors work assignments; prioritizes work assignments in accordance with schedules and timelines.
Assists and provides backup to administrative support staff.
Qualifications MINIMUM 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.
Take and transcribe dictation.
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.
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or G.E.D. equivalent and at least five years of increasingly responsible office administrative or secretarial experience; or some combination of education, training and experience that produces the requisite knowledge and ability. College-level coursework is highly desirable.
PHYSICAL AND MENTAL DEMANDS Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depend, in part, on the specific requirements for the job, the limitations related to disability and the ability of the hiring bureau to accommodate the limitation.
Examination Information After the evaluation of minimum qualifications, examination parts for this recruitment may include, but are not limited to the following: scored supplemental questionnaire, written exam, performance exam, oral appraisal interview, physical ability test, oral presentation, project assignment, etc. Applicants must submit a full application, including proof of education, a valid California Driver License and proof of insurability. Failure to attach any of the required documents will result in disqualification from this recruitment. 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. Questions regarding the definition of “eligible employee” should be directed to the Payroll & Benefits Department who can review your particular employment status and advise accordingly of your eligibility for benefits. Please click here for more information or visit the MUSD Benefits website: http://www.montebello.k12.ca.us/benefits.
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Position Information Under general direction, performs varied, difficult, sensitive and confidential office administrative and secretarial support functions for District executives at or above the director level; and performs related duties as assigned.
GENERAL PURPOSE Under general direction, performs varied, difficult, sensitive and confidential office administrative and secretarial support functions for District executives at or above the director level; and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS Provides complex, diverse and confidential secretarial, administrative and support services to District executives at or above the department director level. Operates in an environment characterized by involvement in broad District-wide issues and interaction with District board members and top executives and representatives of professional groups on complex and sensitive matters.
Duties
Provides confidential secretarial and administrative support to District executives at or above the department director level; types and drafts board agenda materials, memoranda, correspondence, reports, contracts, forms, technical reports and other documents; types from drafts, notes, dictation or brief oral instructions using word processing software; checks materials for accuracy, completeness, and compliance with District standards, policies and procedures; ensures materials, reports and documents for signature are accurate and complete; composes correspondence, reports and informational materials; sends and receives faxes.
Maintains the executive's calendar; coordinates, arranges, schedules and confirms meetings; arranges for meeting set‑up and refreshments; attends meetings, takes notes and transcribes minutes; screens requests for appointments; creates, updates, maintains and distributes event calendars.
Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and the use of sound independent judgment; conducts research, responds to requests for information from officials, customers and the public, refers the request to appropriate staff and/or takes or recommends action to resolve the issue.
Reviews, proofreads and edits department agenda items for board meetings and meetings of committees and commissions; maintains files for board agenda materials; provides information to department heads and managers on pending board matters, District projects and assignments and a variety of other matters; assembles, mails out and/or hand delivers board agendas to staff; posts agendas for public viewing; assists in gathering and assembling information to be included in packets to be sent to board members; reviews documents such as requests and contracts for accuracy, completeness and conformance to applicable guidelines, rules and regulations; confirms budget expenditures; verifies and initials documents and obtains executive approval; files agendas on the Board of Education's net server; briefs administrators on the content of board agenda items and discusses appropriate funding information to meet office guidelines.
Researches and assembles information from a variety of sources for the preparation of records and reports; organizes and maintains a variety of standard and specialized office files.
Prepares and sends in registration for staff and director attendance at conferences, workshops or seminars; prepares checks for fees; prepares commission agenda items for conference attendance; maintains records of travel claim forms and cash vouchers; arranges travel accommodations; receives, checks for accuracy and prepares mileage forms.
Attends to a variety of office administrative details; establishes, maintains and updates confidential, subject, project and specialized files; orders and maintains inventory of office supplies, equipment and furniture; monitors supply budgets and accounts; opens, screens, prioritizes and routes mail; distributes outgoing mail and makes copies for appropriate logs and files to keep track of correspondence; assists in conducting mail‑outs.
Provides administrative and secretarial support for commissions, committees, consultants and the board; prepares, posts and disseminates meeting agendas; makes meeting room and food arrangements; prepares minutes and packets for distribution; coordinates with staff on items that need to be addressed in meetings; maintains files of signed minutes, records and meeting packets; provides departments with information and resolutions obtained in meetings.
Performs payroll duties for department staff; prepares, processes and records all forms and documents; ensures all absences are properly documented; maintains vacation balances for department staff; maintains files of payroll forms, such as time reports, overtime and leave requests; processes required personnel forms; assists director with approval of requested time off; may prepare time reports for commissioners; may act as timekeeper for all school site principals.
Other Duties
Maintains confidential employee reports, including performance reviews, leave requests and disciplinary actions.
Processes requisitions and invoices; verifies funding and board approval dates; initials, obtains director's approval and distributes to appropriate department for payment; inputs budget information, expenditures and budget transfers for invoices and requests; communicates with administrators regarding budgetary discrepancies and requests of transfers to maintain adequate funds.
Maintains files on school and administrative revolving cash funds; composes correspondence to schools and administrators regarding their cash fund accounts.
Reviews Student Accident Report forms; communicates with schools to obtain additional information.
Verifies and records invoices from insurance adjustors for payment; sends letters to claimants in a timely manner.
Reviews and determines what legal action is required for legal documents including subpoenas, employment verification and wage garnishments; coordinates data collection relating to legal documents, responds to requests for information and submits to District Attorney's Office, LACOE and legal counsel; maintains confidential files on all legal documents.
Writes checks from the department's Impress account for pre‑approved expenses, reimbursement of staff and director receipts, supplies, conferences, workshops, seminars and training events; prepares reimbursement forms for checks issued and deposits reimbursement checks; reconciles the bank account.
Checks and prepares contracts for adult education teachers; maintains files and records and recalculates budget changes and salaries; revises contracts for board‑approved adult education facilities; assists in preparing and compiling information for budget estimates; prepares and revises adult education manuals and class schedule booklets.
Provides work direction for department clerical and administrative staff and student clerks; trains and provides assistance on procedures, programs, equipment and work assignments; reviews and monitors work assignments; prioritizes work assignments in accordance with schedules and timelines.
Assists and provides backup to administrative support staff.
Qualifications MINIMUM 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.
Take and transcribe dictation.
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.
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or G.E.D. equivalent and at least five years of increasingly responsible office administrative or secretarial experience; or some combination of education, training and experience that produces the requisite knowledge and ability. College-level coursework is highly desirable.
PHYSICAL AND MENTAL DEMANDS Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depend, in part, on the specific requirements for the job, the limitations related to disability and the ability of the hiring bureau to accommodate the limitation.
Examination Information After the evaluation of minimum qualifications, examination parts for this recruitment may include, but are not limited to the following: scored supplemental questionnaire, written exam, performance exam, oral appraisal interview, physical ability test, oral presentation, project assignment, etc. Applicants must submit a full application, including proof of education, a valid California Driver License and proof of insurability. Failure to attach any of the required documents will result in disqualification from this recruitment. 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. Questions regarding the definition of “eligible employee” should be directed to the Payroll & Benefits Department who can review your particular employment status and advise accordingly of your eligibility for benefits. Please click here for more information or visit the MUSD Benefits website: http://www.montebello.k12.ca.us/benefits.
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