Administrative Assistant

Administrative Assistant

Salary

$5,270.90 - $6,376.89 Monthly

Location

District Office: 1400 E. Janss Rd, Thousand Oaks, CA

Job Type

Full-Time: 12 Months / 8 Hours

Job Number

26-125-1

Division

Establishment of Eligibility List - District Wide

Opening Date

09/25/2026

Closing Date

10/8/2026 11:59 PM Pacific

Salary Schedule Range

77

• Description
• Benefits
• Questions

RECRUITMENT DETAILS

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: Friday October 16

In-Basket Performance Examination utilizing Microsoft Office Suite 2010 Software.

For those passing the Performance Examination

(c) Structured Oral Interview - Tuesday October 20

The oral interview will contain questions that assess technical knowledge and experience, and ones 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

• 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.

Nondiscrimination in Employment

The CVUSD Governing Board is committed to providing equal opportunity for all individuals in district programs and activities. District programs, activities, and practices shall be free from unlawful discrimination, including discrimination against an individual or group based on race, color, ancestry, nationality, national origin, immigration status, ethnic group identification, ethnicity, age, religion, marital status, pregnancy, parental status, physical or mental disability, sex, sexual orientation, gender, gender identity gender 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. (BP 0410). Any applicant who attempts to directly contact individual Board Members with the intent of influencing the deciaion of the Board will be considered disqualified from candidacy for this position.

BENEFITS

MEDICAL/PRESCRIPTION INSURANCE: Employees holding regular/permanent positions at 27.5 or more hours per week shall be eligible to participate in a variety of District plans. Employee contribution amount towards a premium varies based on medical plan. Family coverage is also available with an additional employee monthly paid premium. NOTE: Employees with assignments fewer than 27.5 hours per week are eligible to participate / buy-in into medical plans at full cost.

DENTAL INSURANCE: Employees holding regular/permanent positions at 30.0 or more hours per week shall be eligible to participate in the District-paid coverage for family dental insurance.

VISION CARE INSURANCE: Employees holding regular/permanent positions at 30.0 or more hours per week shall be eligible to participate in the District-paid coverage for family vision insurance.

HOLIDAYS: Up to fourteen paid holidays per year.

LIFE INSURANCE: Employees holding regular/permanent positions at 30.0 or more hours per week shall be eligible to participate in the District-paid coverage for family life insurance.

VACATION: Employees with one to three years of service earn 12 vacation days per year (employees working less than 12 months shall earn vacation on a pro rata basis). The number of vacation days earned increases with longevity up to 20 days per year after 15 years of service.

SICK LEAVE: One day per month, cumulative from year to year (employees working less than 12 months shall earn sick leave on a pro rata basis).

RETIREMENT: Employees holding regular/permanent positions at 4 or more hours daily AND at least 20 hours weekly are covered by Public Employees Retirement System (PERS) and Social Security. Contributions are made by both the employee and employer. Click to visit Public Employees Retirement System(CalPERS) website.

Employees holding positions that are fewer than 4 hours per day or 20 hours per week are enrolled in APPLE, an alternative to Social Security. Contributions are made by both the employee and employer.

SALARY STEP MOVEMENT: First day of fiscal year (July 1st) for those employees in working status at least 75% of work year.

LONGEVITY COMPENSATION: Upon completion of 7, 10, 14, 20, 24, and 29 years of service from the hire date, employees receive an additional 2 1/2% salary increase.

REPRESENTATION: Classified staff (with the exception of Campus Safety Assistants) are represented by Chapter 620, CSEA.

01

Please read carefully before submitting your application. To assist our screening committee in evaluating your background qualifications for this position, please complete the Education and Work Experience sections, Supplemental Questions, and include a Cover Page within the application. DO NOT rely on your resume to convey your education and experience as the optional resume is only considered at the time of the hiring interview. I have read and understand these instructions.

• Yes
• No

02

Please specify the Job Titles of administrative/management/supervisory positions for which you have provided direct secretarial/administrative support to. In your response, include the organization/business and length of employment. Please do not use abbreviations. Example: Reported to Senior Vice-President at Generic Corporation, from 2004 - 2014.

03

Please describe two (2) projects or examples of work products from past employment that demonstrates your level of responsibility and decision making within your position(s). In your response, please include your job title and place of employment.

04

Describe a situation where you have had to research and resolve a complex problem within a working environment. Explain the process and details involved, your involvement / responsibility, and the final outcome. In your response, please specify your job title and the place of employment.

05

Please describe the most complex project you undertook using Microsoft Office or similar software. In your response, indicate the software programs(s) utilized and type of document/data you produced, the length and scope of the project, and how you researched or overcame any obstacles to produce the final product. In your response, please specify your job title and the place of employment.

06

How many years of experience do you have in a clerical or administrative support position?

• Less than 1 year
• 1 -3 years
• 3 - 5 years
• More than 5 years

07

Please rate your experience with Microsoft Office products (Excel, Word, Outlook, etc.)

• No experience
• Limited experience
• Proficient
• Advanced experience

08

Please rate your experience with Google Workspace (Docs, Sheets, Forms, etc.)

• No experience
• Limited experience
• Proficient
• Advanced experience

09

Do you have experience working in a School District or other type of public employer?

• Yes
• No

10

Do you have experience providing clerical support to a Director level supervisor or higher?

• Yes
• No

Required Question

Employer Conejo Valley Unified School District

Address 750 Mitchell Rd

Newbury Park, California, 91320

Phone 805-498-4557

Website http://www.conejousd.org