Administrative Assistant IV

Sylvania; Santa Barbara (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Santa Barbara Unified School District is seeking an Administrative Assistant IV to support an executive cabinet-level administrator within the Student & Family Services Department. The role requires coordinating agendas, travel, budgets, and records, while delivering high-level secretarial support in a fast-paced district environment.

A bachelor's degree in business or public administration or equivalent experience is required, along with strong computer skills, confidentiality, and the

Qualifications

• Bachelor’s degree in business or public administration or equivalent.
• Prior experience as administrative or executive assistant.
• Valid California Driver’s License.

Responsibilities

• Provide general administrative support to an executive cabinet member.
• Prepare agenda items for Board of Education and input into system.
• Arrange conference and travel; track expenditures and assist with budget.
• Create requisitions for supplies, materials, equipment.
• Schedule meetings, trainings, conferences and appointments.
• Assist with creation and maintenance of department procedures.
• Organize and maintain records for the executive administrator and department.
• Support overall operations of the department; attend to related duties.
• Maintain punctual and consistent attendance.

Skills

Office practices

HR systems

Customer service

Discretion & confidentiality

Deadline management

Google Workspace

Teamwork

Phone etiquette

Email etiquette

English proficiency

Independent work

Education

Bachelor’s degree

Tools

Google Workspace

QSS

Tyler-Munis

Escape

Job description

Santa Barbara Unified School District

Title

Administrative Assistant IV

Salary Schedule Range

Range 50

Hours per day

8

Months per year

12

Purpose of Position

To perform highly skilled secretarial and administrative duties in support of an executive cabinet-level administrator.

Reports To

Executive Cabinet-level administrator

Employment Status

Full-time (FLSA non-exempt)

Location

Student & Family Services Department

Essential Functions

• Provide general administrative support to an executive cabinet member, such as an Assistant Superintendent or other contracted executive management position.
• Prepare agenda items for the Board of Education agenda and input into an on-line, proprietary system.
• Arrange conference and travel accommodations for department staff; track expenditures and assist with management of department budget.
• Create requisitions for supplies, materials, and equipment for the department.
• Schedule meetings, trainings, conferences and appointments as directed.
• Assist with creation and maintenance of systems and procedures internal to the department.
• Organize and maintain records for the executive administrator and Director or other records needing to be maintained within the department.
• Perform functions that assist with the overall operations of the department. These functions may entail duties which align with other classified positions in the department.
• Maintain punctual and consistent attendance.

Other Functions

• Perform related duties as assigned.

Working Conditions & Physical Demands

• Inside work with no exposure to weather conditions. Occasional travel between district schools to conduct department business.
• Hearing and speaking to exchange information in person or on the telephone; seeing to read a variety of documents and printed materials; dexterity of hands and fingers to operate office equipment; sitting for extended periods of time; bending at the waist and knees, reaching above the shoulders to retrieve or store materials; lifting up to 20lbs.

Knowledge, Skills and Abilities

• Knowledge of contemporary office practices and procedures, preferably in a public employment setting.
• Basic knowledge of integrated Financial/Payroll/Human Resource systems such as QSS, Tyler-Munis, Escape, etc.
• Advanced customer service skills and ability to balance the needs of staff, applicants, and members of the public.
• Ability to exercise discretion, judgment and confidentiality when working with employee information and information used in collective bargaining.
• Ability to produce quality work under deadline pressure.
• Ability to operate a computer and various proprietary or mass market software programs to enter, retrieve, post or analyze information; intermediate competence with Google Workspace, especially Google Calendar, Documents, and Sheets
• Ability to develop and maintain productive working relationships with school site staff and District staff.
• Ability to use proper telephone and e‑mail etiquette.
• Ability to use correct English usage, grammar, spelling, punctuation and business vocabulary.
• Ability to work independently under general supervision.
• Ability to work collaboratively and cooperatively with others.

Education, Training and Experience

Bachelor’s degree in business or public administration, or a combination of education and work experience that demonstrates ability to perform the essential functions of the position. Prior experience as an administrative assistant or executive assistant.

Additional Requirements

• Valid California Class C Driver’s License.
• Bilingual ability in Spanish is preferred but not required.

EEO Statement

The Santa Barbara Unified School District prohibits discrimination, harassment, intimidation, bullying based on actual or perceived race or ethnicity, color, ancestry, national origin, nationality, immigration status, religion, sex, sexual orientation, gender, gender identity, gender expression, or disability, affiliation with Scouting America or other designated youth groups, association with a person or group having one or more of these characteristics, or any other basis protected by law, in its educational programs, activities, and employment. Direct questions or complaints to Student & Family Services, 720 Santa Barbara Street, Santa Barbara, CA 93101; [phone], ext. 6278 or 6208 (English and Spanish).

Title IX Coordinator — the principal at each school site serves as that site's Title IX Coordinator; Title II/ADA Coordinator/Section 504 Coordinator — Student & Family Services, 720 Santa Barbara Street, Santa Barbara, CA 93101, [phone] ext. 6278 or 6208, [e-mail]