Job Details

PURPOSE OF POSITION To perform highly responsible and complex assistant duties and routine administrative duties in support of a District department head and department staff, provide general information and assistance to the public and staff. This position has been identified as confidential due to their impact and involvement in collective bargaining. SUPERVISION Receive general supervision from their assigned administrator in either Human Resources or Fiscal. May exercise functional and technical supervision over clerical staff, substitutes, and student assistants. 

ESSENTIAL FUNCTIONS - Duties may include, but are not limited to, the following; the specific duties performed will vary depending on the department to which assigned: Serve as the departmental clerical lead, directing and coordinating the functions of the office as directed by the departmental administration. Serves as the primary contact for the Administrator and assigned department; provides excellent customer service to staff, administration and the general public. Respond to general inquiries, direct individuals to appropriate resources, and ensure that information is accessible and clear. Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems, and precedents relating to responsibilities assigned. Operate a computer to prepare a wide variety of documents, that may include reports, letters, memos, charts, and forms; word process from rough draft, verbal instructions, compose correspondence related to responsibilities assigned. Utilize the District`s email and calendaring system software for correspondence and calendaring. Utilize the District`s Office Suite software for word processing, preparing presentations, preparing spreadsheets, electronic filing, and district templates. Compile information, draft, and prepare agenda items for Board of Education and/or Personnel Commission meetings in alignment with Brown Act requirements. Stay up to date with relevant legal requirement changes and maintain compliance. Review incoming correspondence and determine priority and action to be taken in order to identify, anticipate, and execute details not requiring the administrator`s attention. Compile data for special projects; collect and assemble information and background materials for a variety of reports. Use the Internet to research and prepare projects and reports. Maintain the administrator`s appointment calendar; schedule and coordinate a variety of meetings and events with other departments, the public, and outside agencies. Coordinate special projects and events by initiating all paperwork, calendaring, arranging for facilities, contacting agency representatives, and arranging for speakers and facilitators. Make travel and conference arrangements to include hotel accommodations,Make travel and conference arrangements to include hotel accommodations, airline and ground transportation, and conference registration. Prepare for signature and route a variety of District forms including purchase requisitions, maintenance requests, conference forms, expense claim forms, and accident report forms. Assign account codes to forms and invoices.  Organize and maintain filing systems; maintain records related to specific areas of assignment. Assist in completing required District budget request forms; monitor departmental budget balances, Manage departmental budget including; preparing appropriate budget and expenditure transfers, and assign account codes to transactions, Process petty cash reimbursements and reconcile petty cash checking accounts, Prepare bank deposits and monthly reconciliation of credit card accounts. Prepare meeting agendas; prepare and distribute minutes. Order and store office supplies. May serve as technology liaison between departments and sites. Organize and track department-specific software and licensing. Coordinate scheduling and registration for user training on District-required and department-specific software. Operate a variety of office equipment including copiers, calculators, fax machines, and phones. Review, process, and maintain a master file of all District contracts. Assist in preparing lease agreements. Process automatic mileage reimbursements for staff and mileage reimbursements for Board of Education members. Process all extra duty stipends for payment. Conduct recruitments for athletic and activities stipend positions. Process employment paperwork and maintain personnel files for walk-on coaches. Process employment paperwork and set up personnel files for summer school employees. Utilize specialized electronic document storage and retrieval systems. Utilize specialized database programs to enter employee data, distribute annual notifications, and generate reports. Obtain prices, order, evaluate and maintain inventory of all relevant department materials, track distribution to sites/departments, coordinate intra-district billings, and ensure compliance with District policies for disposal and declaration of defective, inoperable, or obsolete materials. Draft and prepare for approval a variety of documents related to court filings and litigation preparation. Support, track and ensure compliance with all complaint procedures. Coordinate all collective bargaining meetings, deadlines, committee meetings, and related scheduling needs. *All staff are expected to perform other related duties as assigned by their supervisor. These duties include tasks that are related to the skills, knowledge and abilities of the primary position. ** All district positions are responsible for assisting in the general supervision of students during school hours.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: procedures, policies, accounting/bookkeeping principles; principles and procedures of data collection and report writing; basic budgeting principles and practices; common office machines; and concepts of grammar and punctuation; and office methods and practices. 

SKILLS are required to perform single, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using job related software applications (i.e. word processing, spreadsheet, and database programs); professional communication; customer service; preparing and maintaining accurate records; and planning and managing projects. 

ABILITY is required to schedule a number of activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Performing responsible administrative assistant work involving the use of independent judgment and personal initiative; effectively managing and adapting to changing work priorities; functioning in a calm and capable manner; communicating with diverse groups while exercising tact and good judgment; maintaining confidentiality; composing correspondence independently; applying Federal, State, local, and District policies, procedures, laws, and regulations; communicating clearly and concisely, both orally and in writing; meeting deadlines and schedules; working as part of a team and/or independently in the absence of supervision; and establishing and maintaining cooperative working relationships. 

Job Requirements: 

Minimum Qualifications: Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would include; 

Experience/Training: Four years of increasingly responsible secretarial experience, 

Education: The equivalent of two years of college. Desirable Qualifications: One year of experience in either Human Resources or a public school setting is desirable. 

Bargaining Unit: CONFIDENTIAL 

Salary Range: 629 

Classification Review: June 2026 

Approved by the Personnel Commission