Secretary - Department

Definition

Under the general direction of the Assigned Supervisor, the Secretary - Department provides clerical support to the assigned department personnel; communicating information to staff and the public; providing completed and accurate records, information and reports as directed and requested. The incumbents in this classification provide the District department and community with clerical support, which directly supports student learning and achievement.

Examples of Duties/Essential Job Functions

The following alphabetical list of functions, duties and tasks is typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform other closely related or department-specific functions, duties, and tasks from those set forth below to address business needs and changing business practices.

• Assists with maintaining of MUSD student information systems for the purpose of inputting data and running reports.
• Assists with maintaining and updating student records.
• Attends department in-service meetings, workshops and/or seminars as assigned
• Compiles and analyzes data information for the purpose of preparing reports.
• Maintains a variety of confidential and non-confidential manual and electronic files, lists and records to provide up to date information and/or historical reference.
• Orders supplies, verifies receipt of items, distributes, and/or stores items.
• Performs clerical functions (e.g., scheduling, copying, faxing, data entry, filing, and answering phones); assist with office equipment maintenance (e.g., printer, fax).
• Prepares and distributes a variety of confidential and non-confidential materials.
• Responds to inquiries from parents, students, and others to provide information, assistance and/or direction.
• Performs other related duties as assigned for ensuring the efficient and effective functioning of the work unit and the District, including various mandatory district trainings.

KNOWLEDGE, SKILLS AND ABILITIES

(At time of application)

Knowledge of:

• Basic math, including calculations using fractions, percentages, and/or ratios
• English usage, grammar, punctuation, and spelling
• Pertinent codes, policies, regulations and/or laws
• Current office equipment
• Computer usage and related software
• Customer service principles and practices

Skills and Abilities to:

• Present information clearly
• Train and supervise student workers
• Understand complex, multi-step written and oral instructions
• Schedule activities
• Gather, collate, and/or classify data
• Be flexible in working with a wide diversity of individuals in a wide variety of circumstances
• Problem solve by identifying issues and appropriate action
• Meet deadlines and schedules, including setting priorities
• Maintain confidentiality
• Work with frequent interruptions
• Work under minimal supervision
• Communicate clearly in both English and a second language (usually Spanish) maybe required
• Provide quality customer service

RESPONSIBILITY:

Responsibilities include: working under direct supervision using standardized procedures. Utilization of some resources from other work units may be required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Employment Standards/Minimum Qualifications

( At time of application and in addition to the Knowledge, Skills and Abilities listed above .)

EDUCATION REQUIRED:

High School diploma or equivalent.

EXPERIENCE REQUIRED:

One and half (1.5) years of clerical experience in an office environment.

LICENSE(S) REQUIRED:

• None required

CERTIFICATIONS AND TESTING REQUIRED:

• Pass the District’s applicable proficiency exam for the job class with a satisfactory score
• After offer of employment, obtain:
  • Criminal Justice and FBI Fingerprint Clearance
  • Negative TB test result plus periodic post-employment retest as required (currently every four years)
  • Pre-employment physical exam A through District’s provider

SALARY SCHEDULE:
Classified Salary Range: 20
Work Calendar: 261 Days
Work Hours: 8:00 am - 5:00 pm (8 hours/day)
Department: School Culture & Climate
Work Location: Price's Plaza

Examination Process

*Materials Required :
1. Completed application
2. Proof of High School Diploma or Equivalency or higher degree earned
3. Resume

*PC RULES 5.2.1.2 -5.2.1.2 - In-house employees will have first consideration for the position. If sufficient candidates are not available to complete the three ranks, the Personnel Commission will move to include outside candidates.

The examination process will include screening to ensure applications are complete and meet all minimum qualifications. The application requires the completion of a Supplemental Questionnaire to evaluate the applicant's training and experience relative to the required knowledge and abilities for the position. No additional information will be accepted from applicants once the application has been submitted. Only the most qualified applicants who pass the minimum qualifications review will be invited to the examination process.

The examination process will include a competency assessment (50% weight). Those achieving a passing score on the competency assessment will be invited to the oral interview assessment (50% weight) . Those candidates achieving a passing overall score of 70% out of 100% on both assessments will be placed on the Eligibility List. The Eligibility List is valid for one (1) year from the certified date. The top three (3) ranks will be forwarded to the Hiring Authority for final interview and selection.

INITIAL TESTING TENTATIVELY SCHEDULED AS FOLLOWS:

COMPETENCY ASSESSMENT: OCTOBER 30, 2024

ORAL INTERVIEW ASSESSMENT: TBD

The examination process/examination date is subject to change as needs dictate. All communication regarding this process will be emailed to the address listed on your application.

PASSING THE EXAMINATION AND BEING PLACED ON THE ELIGIBILITY LIST DOES NOT GUARANTEE AN OFFER OF EMPLOYMENT

To move forward in the selection process, you must complete an online application through this website. Resumes may be uploaded but cannot be used in place of a completed application.

SUBMISSION OF APPLICATION: ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NOT BE ABLE TO MAKE REVISIONS TO YOUR APPLICATION MATERIALS.

When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information of your supervisors. The experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications.

All required documents must be submitted by the applicant. Personnel Commission staff will not upload your documents for you. The examination process/examination date is subject to change as needs dictate. All communication regarding this process will be delivered via email to the email address listed on your application.

If you have any questions regarding the recruitment process please contact Personnel Specialist, Alejandra Venegas-Chaves, at (559) 675-4500 Ext 294 or email alejandravenegaschav@maderausd.org .

ACCOMMODATIONS: Individuals with disabilities requiring reasonable accommodation in the selection process must inform the Madera Unified School District Personnel Commission Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodations should document this request including an explanation as to the type and extent of accommodation needed to participate in the selection process.

The Governing Board desires to provide a positive work environment where employees and job applicants are assured of equal access and opportunities and are free from harassment in accordance with the law. The Board prohibits district employees from discriminating against or harassing any other district employees and job applicant on the basis of the person's actual or perceived race, religious creed, color, national origin, ancestry, age, marital status, pregnancy, physical or mental disability, medical condition, genetic information, veteran status, gender, gender identity, gender expression, sex, or sexual orientation. The following person is designated as the Title IX Coordinator:

Prince Marshall
Executive Director of Student and Family Support Services
1820 Howard Road, Madera, CA 93637
559-416-5826

Full-time permanent positions (more than 4 hrs/per day) provide an attractive benefit package which includes health, dental and vision coverage for the employee and eligible dependents. For a detailed list of benefits, visit our website links below.

https://www.madera.k12.ca.us/Page/9901

Closing Date/Time: 10/24/2024 4:00 PM Pacific

• 

• Madera Unified School District - Personnel Commission

• (559) 675-4500 Ext. 295

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