Administrative Assistant

To create a list of eligible candidates for an anticipated full-time vacancy, while also considering future assignments that may be full-time, part-time, temporary, or permanent, for up to one year. The anticipated vacancy is a 12-month, full-time (8 hours/day) position located at the district office.

APPLICATION DEADLINE: Completed applications must be submitted no later than 11:59 p.m. on April 27, 2026. Late applications and/or certificates will not be accepted.

TESTING PROCESS:
A)Multiple Choice Test = 40% weighting on final score
Tentatively scheduled for as early as the week of April 27, 2026
B) Structured Interview= 60% weighting on final score
Tentatively scheduled for as early asthe week of May 4, 2026

Applicants must meet the minimum qualifications stated in the job posting by the application deadline in order to move forward in the testing process. Those candidates who meet the minimum qualifications will be invited to the multiple choice test. Those with the highest scores on the multiple choice test will be invited to the structured interview. Those who pass the structured interview will completea computer applications test administered online.The testing process is subject to change as needs dictate. All communication regarding this process will be delivered via email.
The information included in the Work Experience section of the application will determine whether applicants meet minimum qualifications. Please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields.

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
Purpose Statement
Under the general supervision of an assigned supervisor, provides a variety of administrative and clerical support to an assigned administrator and coordinates the support activities of an assigned department or work unit.

Distinguishing Characteristics
An Administrative Assistant performs administrative and clerical support of a less complex and more routine nature than that performed by a Senior Administrative Assistant. A Senior Administrative Assistant provides administrative support of greater complexity and responsibility, which may include but is not limited to providing leadership and coordination over functions and activities greater in scope, scale, and complexity; resolving complex administrative issues with a high level of discretion and independence; researching, analyzing, and synthesizing information to prepare and present conclusions and recommendations; preparing complex reports requiring data interpretation; and providing support to the collective bargaining processEssential Functions

• Serves as liaison between the assigned department and the general public, employees, parents/families, and external agencies; provides information and assistance requiring significant judgment and interpretation of policies and procedures; resolves a variety of issues, complaints, and concerns and refers matters to appropriate parties as needed.
• Coordinates a variety of projects, functions, and support activities for the assigned administrator and department to relieve the administrator of a variety of administrative details and to ensure the smooth and efficient operation of department activities.
• Schedules, coordinates, and provides support to a variety of meetings (e.g. committee, staff meetings); prepares and distributes meeting agendas and materials; takes, transcribes, and distributes meeting minutes.
• Monitors and maintains assigned administrator and/or department calendar and keeps parties apprised of activities.
• Composes, edits, compiles, and disseminates a variety of documents (e.g. forms, correspondence, memoranda, newsletters) from rough draft, dictation, and brief verbal instructions.
• Tracks and monitors department budget and expenditures; prepares and processes routine financial transactions; prepares and maintains financial records, information, and reports.
• Gathers, organizes, and compiles data and information from a variety of sources and prepares informational materials (e.g. reports, lists, spreadsheets, graphs, charts).
• Manages attendance and payroll reporting for assigned employees and prepares, submits, and maintains related records (e.g. payroll, attendance, leave forms and supporting documentation).
• Receives and reviews materials such as applications, records, files, contracts, and reports for completeness and conformance with established regulations, policies, and procedures; processes and submits materials to other departments as appropriate.
• Establishes and maintains filing systems for assigned department/functions; maintains accurate and up-to-date files and records.
• Maintains inventory of office supplies for assigned department and orders, receives, organizes, and distributes office supplies and equipment.
• Represents assigned administrator in their absence to convey and gather information related to the administrator’s functions.
• Receives, sorts, and distributes incoming and outgoing correspondence.
• Provides training, guidance, and work direction to lower-level clerical personnel.

Other Functions

• Performs other duties as assigned that support the overall objective of the position.

Education and Experience
A high school diploma or equivalent AND eight years of progressive clerical or administrative support
experienced or higher, preferably in an educational environment or in a public sector.
OR
An associate degree with coursework in business administration, communications, a behavioral science, or a
related field AND six years of progressive clerical or administrative support experienced or higher, preferably
in an educational environment or in a public sector.
OR
A bachelor’s degree with course work in business administration, communications, a behavioral science, or a
related field AND four years of progressive clerical or administrative support experienced or higher,
preferably in an educational environment or in a public sector.Job Requirements: Minimum Qualifications
Skills, Knowledge and Abilities
Skills to:

• Operate office equipment, including computers and supporting word processing, spreadsheet, email, database, and specialized applications and systems
• Accurately enter electronic data and information at a speed necessary for successful job performance

Knowledge of:

• Customer service and public relations methods and techniques
• Methods and techniques of proper phone etiquette
• Applicable District rules, policies, procedures, initiatives, goals, and objectives
• Applicable federal, state, and local laws, codes, and regulations
• Clerical practices and office procedures, methods, and equipment
• Basic mathematical principles to perform routine financial transactions
• Fundamentals of English grammar, spelling, and composition
• Principles and procedures of records management
• Principles and practices of report preparation

Ability to:

• Provide information and assistance to others in a helpful, courteous, and timely manner
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone and in person
• Learn, interpret, explain, and apply District and department organization, operations, programs, functions, policies, and procedures, as well as applicable federal, state, and local laws, codes, and regulations
• Coordinate activities among multiple parties
• Compose a variety of documents
• Manage multiple assignments simultaneously
• Plan and organize work to meet changing priorities and deadlines
• Gather and organize data from a variety of sources to prepare reports
• Exercise initiative and independence of judgment and action
• Analyze situations and adopt effective courses of action
• Accurately process routine financial transactions
• Carry out verbal and written instructions
• Learn and apply new information, skills, and technology
• Establish and maintain effective working relationships with those encountered in the course of work
• Communicate clearly and concisely, both orally and in writing
• Establish and maintain a variety of files and records
• Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information
• Demonstrate sensitivity to colleagues, families, and the public with diverse cultures, languages, ethnic, socioeconomic, and other backgrounds
• Provide training, guidance, and work direction to others

Working Environment
Work is performed indoors where safety considerations exist from physical labor and hazardous materials.

Individuals protected by the Americans with Disability Act (ADA) may request accommodation if needed. In order for appropriate arrangements to be made for testing, your request must be received at the time your application is submitted. If special arrangements are not requested at the time the application is submitted, it is understood that no special accommodations are required. Documentation on the need for accommodation must accompany your request.

Equal Employment Opportunity Statement
The Simi Valley Unified School District is committed to providing equal opportunity for all applicants for employment. The application, examination, and selection process shall be free from unlawful discrimination, including discrimination against an individual or group based on race, color, ancestry, nationality, national origin, ethnic group identification, age, religion, marital, pregnancy, or parental status, physical or mental disability, sex, sexual orientation, gender, gender identity or expression, or genetic information; a perception of one or more of such characteristics; or association with a person or group with one or more of these actual or perceived characteristics.