Conejo Valley Unified School District

Salary

$4,697.86 – $5,735.56 Monthly

Location

Thousand Oaks, CA

Job Type

Full-Time: 12 Months / 8 Hours

Division

Establishment of Eligibility List – District Wide

Job Number

22-125-1

Closing

9/18/2022 11:59 PM Pacific

Salary Schedule Range

77

APPLICATION PROCESS 1. Complete the on-line application by clicking the “Apply” link toward the top of the page. Be sure your application reflects all relevant experience, paid or volunteer. Do not abbreviate job titles for yourself or employers. All pertinent employment with a Temporary Agency must indicate frequency and length of assignment. 2. Attach a RESUME OR CV (curriculum vitae) to the application. You do not need to bring a copy if and when invited to the Structured Oral Panel. 3. Prepare and attach a COVER LETTER with your application. EXAMINATION PROCESS (a) Training and Experience Evaluation: If it is determined that your application meets the minimum requirements for this position, your application will be scored by a panel of subject Matter Experts (SMEs). Scoring will be based upon breadth of experience, scope and length of experience, responses to the Supplemental Questions, and general application appearance, (e.g., sentence structure, grammar, and spelling). For those passing the Training and Experience Evaluation: (b) Performance Exam – DATE: TBD In-Basket Performance Examination utilizing Microsoft Office Suite 2010 Software. For those passing the Performance Examination (c) Structured Oral Interview – TBD The oral interview will contain questions that assess technical knowledge and experience, and one’s general fitness for successful performance in the position. A total score will be computed using weighted scores on the performance and oral examinations. Applicants must receive a passing score on the oral examination to be placed on the eligibility list. BASIC POSITION FUNCTION: Under general supervision, performs a variety of difficult, responsible and specialized administrative and clerical duties as related to the functions and operations of an assigned department or division unit.

DISTINGUISHING CHARACTERISTICS BETWEEN RELATED CLASSES

The position allocated to this class exercises a considerable degree of initiative, tact and mature judgment in the performance of a variety of administrative duties in support of a department head or an assistant/deputy superintendent. The incumbent must possess the experience and diplomacy necessary to interact with the public. Duties are performed under minimal supervision and require a comprehensive knowledge of District, division and/or department policies and procedures. Positions in this class are distinguished from the next lower secretarial support class, Secretary, by the performance of duties requiring a greater working knowledge of the technical subject matter and functions of the office. Work is usually varied in nature and requires the incumbent to secure more information than is given with the assignment, and involves selection and application of technical or legal concepts and procedures to solution of a problem. The work is further distinguished from that of Secretary by delegation of more responsibility for performance of duties and by the greater complexity of the work.

ESSENTIAL DUTIES/RESPONSIBILITIES

NOTE: IMMEDIATE VACANCY IS ASSIGNED TO SPECIAL EDUCATION DEPARTMENT AND WILL INVOLVE SUPPORTING RELATED DEPARTMENT FUNCTIONS.

Manages administrative support functions within an assigned department or division unit including establishing relative priorities of current and anticipates workload and organizing and conduction assignments according to deadlines.
Receives and responds to inquiries incoming in person, by phone or email, providing general and specialized information regarding departmental functions that may require the use of judgment, tact and sensitivity and the interrelation of policies, rules and procedures; researches and responds to requests or refers complaints and requests to other staff when warranted.
Manages the calendar of an administrator; keeps the administrator informed of appointments, priorities, and deadlines through multiple channels as appropriate and in a timely and efficient manner; maintains calendar of activities, meetings, and various events for other assigned staff.
Coordinates activities and meetings with multiple departments, the public, and outside agencies; prepares and assembles meeting agenda items and materials; takes, transcribes, and distributes meeting minutes.
Designs, organizes and maintains forms, records, reports, files and logs to support technical work processes in areas of assigned responsibility; designs, develops and maintains spreadsheets, including charts, graphs, tables, and flowcharts in order to enable data interpretation and manipulation for administrative decision making purposes;
Independently or in accordance with general instructions researches and assembles information from a variety of sources for the completion of specialized forms, technical reports and Board of Education agenda reports, legal documents, purchasing, professional services or educational programming related contracts, varied letters and memorandum; copies, compiles and distributes contracts, reports, documents and other materials.
Designs and produces newsletters, brochures, technical handouts, and other specialized documents using desktop publishing software and other computer applications as assigned.
Independently or in accordance with general instructions researches and assembles information from a variety of sources for the completion of specialized forms, technical reports and Board of Education agenda reports, legal documents, purchasing, professional services or educational programming related contracts, varied letters and memorandum; copies, compiles and distributes contracts, reports, documents and other materials.
Establishes and maintains complex, interrelated filing systems; tracks department staff leave requests, and maintains payroll and personnel related records.
Assists with review of administrative procedures and development of systems to assure compliance by all staff.
May assist in assembling and preparing the annual department budget and contracts; monitor expenditures against budget; prepare purchase requisitions and requests for payment.
Monitors and updates the district website to ensure data and information presented is up-to-date and easy to comprehend.
Provides training, work direction, and guidance to clerical or other department personnel as assigned.

Other Duties:

Perform other job-related duties as assigned.

MINIMUM ENTRANCE QUALIFICATIONS

Graduation from high school or G.E.D. equivalent; and three years of increasingly responsible office administrative, specialized administrative support or secretarial experience; or an equivalent combination of training and experience.

Alternate variations of education/experience may be considered by Personnel Commission staff as acceptable to qualify for participation in the examination process resulting in an eligibility list.

PRE-EMPLOYMENT REQUIREMENTS

California Department of Justice/Federal fingerprints
Tuberculosis screening
Job knowledge/experience-based selection tests to assess minimum job competence and establish placement on the employment eligibility list used to fill job vacancies.

JOB COMPETENCIES: Knowledge, Skills, and Abilities

Knowledge of:

Organization, policies and rules of assigned campus or administrative office;
District organization, operations, policies and objectives;
Office procedures, methods, and equipment including computers;
Basic computer applications such as word processing and spreadsheet software;
Records management principles and procedures including record keeping and filing principles and practices;
Methods and techniques of proper phone etiquette;
Mathematical principles;
Basic principles of business letter writing and report preparation;
Fundamentals of English grammar, spelling, and composition;
Principles and practices of business communication;
Laws, policies, rules, regulations, and procedures related to the major functions of the District;
Customer service and public relations methods and techniques.

Ability to:

Learn and utilize the latest version of word processing software, including Microsoft Office related applications, as well as other applicable technologies involved in department operations;
Interpret and apply general administrative and departmental policies and procedures;
Apply applicable federal, state, and local laws, codes, and regulations;
Learn and apply new information and skills;
Type, keyboard, and/or enter data at a speed necessary for successful job performance;
Make arithmetic calculations quickly and accurately;
Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person;
Plan and organize work to meet changing priorities and deadlines;
Understand and carry out oral and written directions;
Communicate clearly and concisely, both orally and in writing;
Establish and maintain effective working relationships with those contacted in the course of work;
Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports;
Demonstrate mental acuity sufficient to perform the essential functions of the position;
Exercise initiative and independence of judgment and action;
Analyze situations accurately and adopt effective courses of action;
Exercise diplomacy, poise and tact in contact with parents, staff, community members or other District stakeholders.

Agency

Conejo Valley Unified School District

Address

750 Mitchell Rd Newbury Park, California, 91320

Phone

805-498-4557