Salary : $58,284.58 - $70,848.29 Annually Location : Various School Sites in Newport Beach and Costa Mesa, CA Job Type: Full-Time Job Number: 32-25 Department: Early Childhood Education Opening Date: 10/09/2024 Closing Date: 10/30/2024 12:00 PM Pacific The Vacancy, Basic Function, Minimum QualificationsTHE VACANCY: This recruitment is open and promotional, meaning all are welcome to apply and current employees in permanent positions are eligible to receive seniority credit and promotional placement once passing all exams. There is currently one vacancy in the Special Education department working 8 hours per day, 5 days per week, 12 months per year. This position is located at the Lindbergh site. *A negotiated salary increase of 7% is in process making step 1 $5,195/month. Please apply online at BASIC FUNCTION: Under the direction of an assigned coordinator or director-level administrator perform a variety of responsible and technical clerical duties requiring specialized knowledge and independent judgment involving frequent and responsible public contacts; provide for proper input and output of a variety of data; provide secretarial support for an assigned function or program; organize and coordinate office activities and coordinate the flow of communications; serve as lead for office personnel. DISTINGUISHING CHARACTERISTICS: The Administrative Assistant I classification performs varied and responsible administrative assistant duties requiring thorough understanding of a program or functional area. Incumbents provide primary administrative support to a coordinator or director-level administrator. The Administrative Assistant II classification provides primary and complex administrative support to a director of a large department. Incumbents require thorough knowledge of organizational operations, policies and procedures and assigned department or programs. MINIMUM QUALIFICATIONS: EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school and three years increasingly responsible clerical experience. Examination Procedures And InformationTHE EXAMINATION: Exam Weight Supplemental Questions: QualifyingWitten/Oral Translation (English/Spanish): Qualifying where needed Performance Examination: 5 minute typing at 55 net wpm and Computer Skills Test: QualifyingWritten Examination:50% Qualifications Appraisal Interview: 50% The supplemental questions to the application will be reviewed and rated for certification. These questions are required at the time of application and are qualifying. An eligibility list will be established for successful candidates which will be used to fill open positions during the life of the list. Examinations and interviewing for creating the eligible list will be conducted virtually using different online/internet platforms that require video recording or conferencing capabilities, as well as access to a computer with an internet connection and basic Microsoft Office Suite Software. The virtual computer skills test, including keyboarding performance exam, is tentatively scheduled for the week of November 4th . The virtual written exam is tentatively scheduled for the week of November 11th. All who are successful on the performance and written exam will be invited to the virtual Qualifications Appraisal Interview, which has been tentatively scheduled for the week of November 18th. You will be notified via email, as indicated on your application, regarding your ability to participate in the examination phase of the recruitment. Applications will be reviewed for minimum requirements. However, Newport-Mesa Unified School District reserves the right to hold a competitive screening based on the number of applications and the needs of the District. If you elect to have Newport-Mesa Unified School District (hereafter, 'District') contact you via email regarding your application and the hiring process, please be aware that the District is not responsible for any contacts you may have blocked on your email service. Unclaimed emails to applicants are not the responsibility of the District. In an effort to allow our emails through your personal spam filter, you can try to add the domain @nmusd.us and @governmentjobs.com to your safe senders list. Job ResponsibilitiesREPRESENTATIVE DUTIES: ESSENTIAL DUTIES: Perform responsible and complex technical clerical work involving independent judgment involving frequent and responsible public contacts. Serve as assistant to the assigned administrator; answer telephones and provide routine information and direct inquiries to the appropriate staff or office; make phone calls to request or provide information as directed; receive and screen visitors; greet students, staff and the public and provide assistance as appropriate. Perform technical responsibilities related to an assigned function including compiling information from a variety of sources and preparing complex reports as required by the District, county, state or federal regulations; communicate with other agencies or departments to provide and obtain information; maintain IEP records and documents. Prepare and type letters, memoranda, forms, records, reports, bulletins, handbooks, questionnaires, requisitions and documents; compose email correspondence independently. Prepare and maintain a variety of logs, files and records; duplicate a variety of materials; receive and distribute mail. Prepare, review and edit a variety of forms and materials, including MER, TAR, LEA Billing and Worker's Compensation, for completeness, accuracy and compliance with established regulations and procedures. Generate invoices and collect program fees Generate, maintain, update and submit contracts for community partners, county and nonpublic agencies and schools; create and distribute related ISA documentation; conduct research and collect data for nonpublic schools, agencies and independent contractors; oversee and maintain the contract database. Submit facilities use requests. Perform clerical arrangements for home-to-school transportation of special education students. Communicate with personnel and various outside agencies to exchange information and resolve issues or concerns. Operate a variety of office equipment including a calculator, copier, fax machine, computer and assigned software. Maintain appointment and activity schedules and calendars including the master calendar; coordinate travel arrangements and hotel reservations as necessary; reserve facilities and equipment for meetings and other events as needed; arrange for substitute personnel, as required. OTHER DUTIES: Perform related duties as assigned. KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: Modern office practices, procedures and equipment. Letter and report preparation techniques. Telephone techniques and etiquette. Record-keeping and filing techniques. Appropriate terminology of assigned function. Data management, storage and retrieval systems. Correct English usage, grammar, spelling, punctuation and vocabulary. District organization, operations, policies and objectives related to assigned function. Interpersonal skills using tact, patience and courtesy. Oral and written communication skills. Operation of a computer and assigned software. ABILITY TO: Perform responsible and complex technical clerical work involving independent judgment and requiring accuracy and speed. Understand, interpret rules and written directions and apply to specific situations. Compose correspondence independently. Establish and maintain cooperative and effective working relationships with others. Analyze situations accurately and adopt an effective course of action. Meet schedules and time lines. Perform duties effectively with many demands on time and constant interruptions. Plan and organize work. Work confidentially with discretion. Maintain records and prepare reports. Communicate effectively both orally and in writing. Type and input data at an acceptable rate of speed. Learn to operate new software applications. Make arithmetic calculations quickly and accurately. Understand and follow oral and written directions. Operate a variety of office equipment such as a computer and assigned software. WORKING CONDITIONS: ENVIRONMENT: Office environment. Constant interruptions. PHYSICAL DEMANDS: Dexterity of hands and fingers to operate a computer and standard office equipment. Sitting or standing for extended periods of time. Hearing and speaking to exchange information on the telephone or in person. Seeing to assure complete and accurate reports and letters. Reaching overhead above the shoulders and horizontally to maintain and retrieve files. Personnel Commission January 2023 Ewing Consulting, Inc. August 2016 VACATION - HOLIDAYS - ILLNESS Employees accumulate twelve (12) days of vacation during the first year of employment, increasing up to twenty-two (22) days beginning the 18th year of service, prorated for part-time, 9, 10, and 11 month assignments. The number of paid holidays per year varies from twelve (12) to fourteen (14) days depending on the work calendar. Employees accumulate twelve (12) days of paid sick leave per year, with unlimited accumulation, prorated for part-time, 9, 10, and 11 month employees. RETIREMENT All employees who are in the classified service and work four (4) hours per day or more are members of the Public Employees' Retirement System (CalPERS) and Federal Social Security. If an employee in the classified service works less than four (4) hours per day they are members of an Alternate Retirement System (PARS) and do not contribute to Social Security. Approximately 7% is deducted from your paycheck for PERS retirement. HEALTH & WELFARE The District offers a comprehensive health benefits program for employees who work twenty (20) hours or more per week. This includes medical, vision, dental insurance plans and life insurance for employees. For full-time employees the District pays the employee's health, vision, dental, and life insurance premiums with an employee contribution required for some plans. For part-time employees plans are available on a prorated basis. Dependent coverage is available. PROFESSIONAL GROWTH The District encourages employees to pursue professional growth. Professional growth points shall be earned by employee participation while in non-paid status in activities which are employment related. Professional growth points are awarded annually and accumulate at $20 per approved Professional Growth Point and/or tuition and textbook reimbursement up to $500 is also available - limited to one per year. 01 Information I provide to the following supplemental questions will be reviewed as part of the application process. Questions that are not fully and completely answered will be considered grounds for disqualification from the examination process. Stating see resume in lieu of a complete response to these questions is not acceptable.
Select Yes to indicate that you have read and understand these instructions. 02 Do you have a high school diploma or equivalent?
03 How many years of verifiable increasingly responsible job related clerical experience do you have?
- None
- Less than 1 year
- 1-2 years
- 2-3 years
- 3-4 years
- 5 years or more
04 Check the box that most closely matches your speed in typing or keyboarding.
- Less than 40 wpm
- 40-44 wpm
- 45-49 wpm
- 50-54 wpm
- 55-59 wpm
- 60-69 wpm
- 70 wpm or faster
05 Check the box that indicates your level of proficiency with Microsoft Office software (Word, Excel, Outlook, PowerPoint).
- None. I have no experience in working with Microsoft Office software products.
- Beginner. Perform daily word processing tasks in Word, enter correct data, create a database, format cells, rows and columns in Excel; create a PowerPoint presentation file with a title slide, bullet points and place in slide loop mode; create a new email message, checking email in Outlook.
- Intermediate. Basic formatting and create a variety of templates, mail merges in Word; create, modify and format charts, use graphic objects to enhance worksheets and charts in Excel; add special effects to presentation (design and animation) in PowerPoint; reply, forward, print and delete email messages in Outlook.
- Advanced. Manage table data, sort and filter merges in Word; use the filter and formula functions to manipulate data in Excel; transition presentation slides, link Excel charts to presentation and add voice in PowerPoint; delete e-mails from the Inbox, Sent Items and Deleted Items folders, add, edit, move and delete appointments on your calendar in Outlook.
- Expert. Produce table of contents, footnotes, endnotes, bookmarks in Word; use advance formula functions, manage macro commands, group rows in Excel; publish presentation online, embed objects into presentation in PowerPoint; manage multiple calendars, set rules for incoming mail, create subfolders for mail to be placed in Outlook.
06 According to the job announcement, check the box that most closely matches your level of proficiency to perform the minimum qualifications listed:Proofreading, editing, and composing letters, flyers, and newsletter articles.
- No ability to apply this knowledge in work-related situations.
- Limited ability and experience to apply this knowledge in work-related situations.
- Proficient and experienced in applying this knowledge in work-related situations.
07 Screening calls and visitors and handling them or routing them to appropriate staff.
- No ability to apply this knowledge in work-related situations.
- Limited ability and experience to apply this knowledge in work-related situations.
- Proficient and experienced in applying this knowledge in work-related situations.
08 Coordinate multiple projects and complex tasks in order to meet deadlines.
- No ability, knowledge or experience in this area.
- Limited ability, knowledge or experience in this area.
- Proficient and experienced in this area.
09 Ordering and maintaining inventories of office equipment, supplies and contracts.
- No ability, knowledge or experience in this area.
- Limited ability, knowledge or experience in this area.
- Proficient and experienced in this area.
10 Coordinate and schedule meetings, conferences, training sessions, etc.
- No ability to apply this knowledge in work-related situations.
- Limited ability and experience to apply this knowledge in work-related situations.
- Proficient and experienced in applying this knowledge in work-related situations.
11 Monitoring budget expenditures and keeping expenditure records and other financial records.
- No ability to apply this knowledge in work-related situations.
- Limited ability and experience to apply this knowledge in work-related situations.
- Proficient and experienced in applying this knowledge in work-related situations.
12 Explain any experience you have had organizing and maintaining records and developing reports. What software did you use to maintain or develop these records? How did you verify the accuracy of your work? 13 The person in this position must oversee the maintenance of confidential school records and files. Tell us about your experience that relates to these duties. 14 Describe a time when you had to deal with major change in your work process or job duties. How did you prepare for the change? How did you respond in this situation? 15 Give a specific example of a time when you were involved in a conflict at work. Describe your approach to conflict resolution. Was your approach effective? Why or why not? 16 Briefly describe a time you provided excellent customer service to solve a difficult situation. What steps did you take? What was the outcome? Required Question