Administrative Assistant - Confidential - Eligibility Pool - POS# TBD - (Internal/External Adverti

VALLEJO CITY UNIFIED SCHOOL DISTRICT

Human Resources

665 Walnut Avenue, Vallejo, CA 94592

JOB DESCRIPTION

ADMINISTRATIVE ASSISTANT (CONFIDENTIAL)

Title: Administrative Assistant (Confidential) Reports To: Assistant Superintendent

Department: Fiscal Services, Human Resources, Academic Achievement & Accountability (AAA) Work Year: 260 Days per Year

Classification: Confidential Salary: See Confidential (Classified Management) Salary Schedule

Date Approved: January 2007

DESCRIPTION OF POSITION:

Under the general supervision of the Assistant Superintendent, the Administrative Assistant performs a variety of specialized and responsible secretarial and administrative support duties. This position is distinguished by the complex nature of assigned duties, public contact, and multiple task management. Incumbents must exercise a high degree of initiative and independent judgment in solving problems.

REPRESENTATIVE DUTIES:

• Perform a variety of specialized and responsible duties independently in support of assigned administrator; screen and schedule appointments; handle administrative details not requiring immediate attention of the administrator; organize and implement office procedural and policy changes and interpret and apply rules and regulations as appropriate. E
• Collect and assemble data which may be of a technical or confidential nature for reports and research projects; compile information and data and complete a variety of major and comprehensive District, County, State, Federal and program reports; organize, type and print reports and other written materials related to assigned office functions. E
• Answer and refer inquiries and give out approved information to the public and school personnel over the telephone and in the department; exercise judgment in informing the immediate supervisor accurately regarding information directed to the office during administrator's absence. E
• Research and assist with the compilation of budget data; coordinate the collection and preparation of departmental budget expenditures; monitor and review requisitions for departmental programs; post and maintain budget and financial records of a variety of programs; monitor account balances and record expenditures. E
• Take minutes, letters and memoranda, including materials of a confidential nature as assigned; prepare and modify Board reports for the Assistant Superintendent's review as needed; prepare correspondence and memoranda independently or from oral instructions. E
• Arrange for and prepare agendas and other information for meetings and conferences. E
• Review, check, correct and compile a variety of information; verify data for accuracy, completeness and compliance with established procedures; input and retrieve computerized data in computer systems as required. E
• Screen phone calls, interview callers, and give out information where judgment, knowledge, and interpretation of policies, procedures, and regulations are necessary and/or appropriate. E
• Exercise discretion in arranging appointments and itinerary for the Assistant Superintendent. E
• Maintain confidentiality of information. E
• Schedule meetings, conferences and appointments for the assigned administrator and maintain appointment calendar; arrange and schedule travel accommodations as necessary. E
• Other duties as assigned.

EDUCATION AND CREDENTIALS:

• Graduation from high school.
• Four years of varied and progressively more responsible clerical experience.
• At least one year performing secretarial duties for an administrative officer, including at least one year of computer use.
• At least two years of experience performing secretarial duties in an educational system.

KNOWLEDGE SKILLS AND ABILITIES:

KNOWLEDGE OF:

• All phases of office practices and procedures as well as all modern methods.
• MS Word, Excel, PowerPoint & Publisher programs.
• Regulations, policies and procedures of the District.
• Correct grammar and punctuation.
• Methods and techniques for efficient workflow.
• Record keeping and report writing techniques.
• Financial and statistical record keeping techniques.
• Operation of computer terminal and data entry techniques.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.

ABILITY TO:

• Use judgment and tact in all contacts with school administrators, employees and public.
• Maintain confidential information and records; work cooperatively with others.
• Take dictation at a rate of not less than 90 words per minute.
• Type/keyboard accurately at a rate not less than 70 words per minute.
• Work independently without specific instructions.
• Handle confidential material with discretion.
• Deal tactfully and effectively in person and on the phone.

PHYSICAL REQUIRMENTS:

Frequency Key; None (1) Occasional - up to 25% of shift (2); Intermittently - up to 50% of shift (3); Frequently — up to 75% of shift (4)

Activity Frequency

Bend 2

Lift/carry 0-10 lbs 2

Twist 2

Lift/carry 11-25 lbs 2

Squat 2

Lift/carry 26-40 lbs 2

Kneel 2

Lift/carry 41-100 lbs 1

Climb 1

Stand 3

Reach above shoulder 2

Walk 3

Grip/Grasp 4

Sit 4

Extend/Flex Neck 3

Drive 2

Use Right Hand 4

Perform Repetitive Hand Motions 4

Use Left Hand 4

Keyboarding/Mouse Work 4

Ability to See 4

Ability to Hear 4

THE VALLEJO CITY UNIFIED SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER and in compliance with federal and state laws, does not discriminate in any employment practice on the basis of age, ancestry, color, marital status, medical condition, national origin, political or union affiliation, physical or mental disability, race, religion, sexual orientation or sex. The district is compliant with ADA requirements.