Administrative Assistant - Confidential - POS#3173 TBD - (Internal/External Advertisement)

Vallejo City Unified School District; Vallejo (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Vallejo City Unified School District is seeking an Administrative Assistant (Confidential) to provide executive support to the Superintendent and senior staff. The role requires managing confidential information, coordinating calendars, and assisting with budgets and board materials.

The position supports multiple departments including Human Resources, Education Services, and Special Education, with a 241-day work year. Strong discretion, organizational, and communication skills are essential.

Qualifications

• Associate or bachelor degree in business or related field is preferred.
• Four years of progressively responsible experience in HR, Special Education, Education Services or Business Services.
• Valid California driver's license and ability to travel if required.

Responsibilities

• Provide executive administrative support to district leadership and departments.
• Maintain confidential records and coordinate labor relations materials and meetings.
• Assemble data, prepare reports, and support board agenda items and presentations.
• Schedule calendars, arrange travel, and manage confidential communications.
• Assist with departmental budgets, contracts, and correspondence handling.
• Draft confidential memos and coordinate labor-management documentation.

Skills

Discretion

Communication

Organizational skills

Interpersonal skills

Dictation and transcription

Education

Associates or Bachelors in Business Admin or related field

4 years HR/Business/Ed Services experience

Tools

MS Word

Excel

PowerPoint

Publisher

Google apps

Job description

VALLEJO CITY UNIFIED SCHOOL DISTRICT

Human Resources

665 Walnut Avenue, Vallejo, CA 94592

JOB DESCRIPTION

ADMINISTRATIVE ASSISTANT (CONFIDENTIAL)

Title: Administrative Assistant (Confidential) Reports To: Superintendent / Specific Department Assistant Superintendent, Executive Director or Director of Special Education

Department: Superintendent, Business and Operations, Human Resources, Education Services, Special Education Work Year: 241 Days per Year

Classification: Classified Confidential Salary: See Confidential (Classified Management) Salary Schedule

Date Approved: April 2026

DESCRIPTION OF POSITION:

Under the general supervision of the Assistant Superintendent, the Administrative Assistant performs a wide range of highly responsible and specialized administrative, secretarial, and executive support duties in support of District leadership and executive-level management functions. The position is distinguished by the complex nature of assigned responsibilities, frequent interaction with District leadership, staff, the Board of Education, and the public, and the coordination and management of multiple priorities requiring a high degree of initiative, discretion, organization, and independent judgment.

The incumbent provides administrative and operational support to management personnel who formulate, determine, and implement District policies, programs, and labor relations strategies. Responsibilities include coordinating executive calendars and scheduling; answering and responding to calls, correspondence, and email inquiries; preparing and organizing materials for meetings, conferences, and presentations; assisting with conference and event planning; and coordinating logistics for internal and external meetings.

The position may also assist with the preparation and tracking of departmental budgets, the organization and maintenance of contract-related documents, and the compilation and preparation of materials for Board of Education agenda items and presentations. The Administrative Assistant regularly prepares, handles, and maintains confidential information and documentation related to collective bargaining, negotiations preparation, grievance processing, personnel investigations, disciplinary matters, and other sensitive administrative or labor relations activities.

The incumbent may assist in the preparation, organization, and distribution of materials used by management in negotiations, labor strategy discussions, Board preparation, and personnel matters, and has access to confidential labor relations information not available to employee organizations, the disclosure of which could compromise the District’s position in collective bargaining or personnel matters. Because the position regularly assists management in labor relations matters and has access to sensitive labor relations and personnel information, the position is designated as a confidential employee within the meaning of the Educational Employment Relations Act (EERA) as interpreted by the California Public Employment Relations Board.

REPRESENTATIVE DUTIES:

Executive Administrative Support

• Perform a variety of specialized, complex, and responsible administrative duties independently in support of the assigned Assistant Superintendent; screen communications and schedule appointments; handle administrative matters not requiring the immediate attention of the administrator while ensuring matters involving labor relations, personnel issues, and district operations are appropriately escalated.
• Organize and implement office procedures and administrative processes; interpret, apply, and explain District policies, administrative regulations, collective bargaining provisions, and state/federal rules as appropriate.
• Exercise independent judgment in prioritizing and managing the flow of sensitive and confidential information within the office of the Assistant Superintendent.

Confidential and Labor Relations Support

• Prepare, organize, and maintain files and documentation related to labor relations, collective bargaining, grievance processing, investigations, disciplinary matters, and personnel actions.
• Assist the Assistant Superintendent with preparation of materials related to collective bargaining negotiations, labor strategy discussions, and management proposals.
• Compile and maintain confidential records related to employee discipline, complaints, grievances, investigations, and labor relations matters.
• Coordinate logistics and documentation for negotiations sessions, management caucuses, and labor-management meetings, ensuring confidentiality of strategy documents and communications.
• Draft, type, and distribute confidential correspondence and memoranda related to personnel issues, negotiations, grievances, and management labor relations matters.
• Maintain strict confidentiality regarding collective bargaining strategies, personnel records, labor negotiations documents, legal advice, and investigative materials.

Data Collection, Reporting, and Research

• Collect, assemble, and analyze data that may be technical, sensitive, or confidential for reports, research projects, and labor relations matters.
• Compile information and prepare comprehensive District, County, State, Federal, and programmatic reports.
• Organize, format, and prepare written materials including reports, presentations, and correspondence related to departmental and District operations.

Communication and Office Coordination

• Serve as a primary point of contact for internal and external inquiries; answer and route calls and communications appropriately while maintaining discretion regarding confidential matters.
• Screen phone calls, interview callers, and provide information requiring knowledge and interpretation of policies, procedures, regulations, and administrative directives.
• Ensure the Assistant Superintendent is accurately informed of significant issues, particularly those involving personnel matters, union interactions, or potential grievances, during the administrator’s absence.

Budget and Fiscal Support

• Research and assist with compilation of departmental budget data.
• Coordinate collection and preparation of departmental budget expenditures.
• Monitor and review requisitions and expenditures for departmental programs.
• Maintain and reconcile budget records and track program account balances.

Meeting and Board Support

• Take minutes and prepare documentation for meetings, including those involving confidential personnel or labor relations matters.
• Prepare and modify Board agenda items and Board reports for review by the Assistant Superintendent.
• Coordinate preparation and distribution of meeting agendas, briefing materials, and administrative reports.

Data Management and Records

• Review, verify, and compile information for accuracy, completeness, and compliance with District procedures.
• Maintain electronic and hard-copy records, including confidential personnel, labor relations, and administrative files.
• Input and retrieve data from District information systems while ensuring proper confidentiality safeguards.

Scheduling and Executive Coordination

• Exercise discretion in arranging appointments, meetings, travel, and itineraries for the Assistant Superintendent.
• Coordinate administrative schedules involving Board members, District leadership, union representatives, and external agencies.

Confidentiality

• Maintain strict confidentiality regarding District operations, personnel records, labor relations matters, negotiations strategies, investigations, and legal communications.

ADDITIONAL REPRESENTATIVE DUTIES:

Administrative Assistant – Business Services

• Assist with preparation of confidential fiscal analyses used during collective bargaining negotiations related to compensation, benefits, staffing, and fiscal impact.
• Maintain confidential documentation related to budget reductions, layoffs, reorganization plans, and financial contingency planning.
• Coordinate preparation of fiscal impact reports associated with negotiations proposals and labor agreements.
• Maintain confidential records relating to employee layoffs, reduction-in-force planning, and position control analysis.
• Support preparation of materials related to employee compensation modeling and bargaining cost projections.

Administrative Assistant – Educational Services

• Assist with documentation related to credentialing, evaluation processes, and personnel matters involving certificated staff.
• Maintain confidential records related to employee complaints, investigations, grievances, and administrative reviews within instructional programs.
• Coordinate documentation and scheduling related to instructional program reviews, investigations, and compliance matters.
• Assist with preparation of materials for labor-management discussions involving instructional practices, working conditions, and program implementation.

Administrative Assistant – Special Education

• Maintain confidential records related to special education personnel matters, staffing allocations, and labor issues affecting specialized staff.
• Assist with preparation of documentation related to due process hearings, compliance reviews, and special education investigations involving staff performance or conduct.
• Coordinate confidential documentation involving staffing ratios, caseload assignments, and program compliance requirements.
• Assist with preparation of management responses to grievances, complaints, and labor matters related to special education staffing and service delivery.\
• Exercise discretion in arranging appointments and itinerary for the Assistant Superintendent. E
• Maintain confidentiality of information. E

Administrative Assistant – Human Resources

• Maintain confidential records related to special education personnel matters, staffing allocations, and labor issues affecting specialized staff. E
• Maintain and safeguard highly confidential employee and labor relations records, including layoffs, grievances, investigations, compensation data, and reduction-in-force planning across Business, Educational, and Special Education departments. E
• Assist in the preparation and coordination of sensitive labor relations materials, including fiscal impact analyses, compensation modeling, bargaining proposals, and management responses to union matters.
• Support documentation and compliance processes related to personnel matters such as credentialing, evaluations, complaints, investigations, and due process hearings. E
• Coordinate scheduling, documentation, and logistics for labor-management activities, program reviews, compliance requirements, and administrative proceedings. E
• Exercise independent judgment and discretion in supporting executive leadership, including managing confidential communications, organizing materials, and coordinating the Assistant Superintendent’s calendar and priorities. E

EDUCATION AND EXPERIENCE:

• Any combination equivalent to an Associates of Arts Degree or Bachelors Degree in Business Administration or related field and / or some equivalent combination of education and experience in the field.
• Four (4) years of progressively responsible experience in Human Resources, Special Education, Education Services or Business Services, preferably in a public school setting.
• At least one year performing secretarial duties for an administrative officer, including at least one year of computer use.
• At least two years of experience performing secretarial duties in an educational system.
• Meet district standards for physical and mental health.
• Possess and maintain a valid California driver’s license.
• Experience in a leadership role is preferred.

KNOWLEDGE, SKILLS AND ABILITIES:

KNOWLEDGE OF:

• All phases of office practices and procedures as well as all modern methods.MS Word, Excel, PowerPoint, Publisher programs, Google programs.
• Regulations, policies and procedures of the District.
• Correct grammar and punctuation.
• Methods and techniques for efficient workflow.
• Record keeping and report writing techniques.
• Financial and statistical record keeping techniques.
• Operation of computer terminal and data entry techniques.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.

ABILITY TO:

• Use judgment and tact in all contacts with school administrators, employees and public. Maintain confidential information and records; work cooperatively with others.
• Take dictation at a rate of not less than 90 words per minute.
• Type/keyboard accurately at a rate not less than 70 words per minute.
• Work independently without specific instructions.
• Handle confidential material with discretion.
• Deal tactfully and effectively in person and on the phone.

Utilize Artificial Intelligence platforms

PHYSICAL REQUIRMENTS:

Frequency Key; None (1) Occasional - up to 25% of shift (2);Intermittently - up to 50% of shift (3); Frequently — up to 75% of shift (4)

Bend 2

Lift/carry 0-10 lbs 2

Twist 2

Lift/carry 11-25 lbs 2

Squat 2

Lift/carry 26-40 lbs 2

Kneel 2

Lift/carry 41-100 lbs 1

Climb 1

Stand 3

Reach above shoulder 2

Walk 3

Grip/Grasp 4

Sit 4

Extend/Flex Neck 3

Drive 2

Use Right Hand 4

Perform Repetitive Hand Motions 4

Use Left Hand 4

Keyboarding/Mouse Work 4

Ability to See 4

Ability to Hear 4

THE VALLEJO CITY UNIFIED SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER and in compliance with federal and state laws, does not discriminate in any employment practice on the basis of age, ancestry, color, marital status, medical condition, national origin, political or union affiliation, physical or mental disability, race, religion, sexual orientation or sex. The district is compliant with ADA requirements.