September 2004

Wauwatosa Administrative Assistants Demonstrate Technology Competencies

The current WESA (Wauwatosa Administrative Support Association) administrative assistant contract in Wauwatosa reads that all administrative assistants will be required to demonstrate competency in basic computer skills.

During the 2003-2004 school year, the Wauwatosa School District hired The Stephens Group to develop a performance assessment for administrative assistants in their district. The project was paid for through a grant the Union received. “The project is a great example of union leadership and district administration working together to raise the standard of performance in the district. The teamwork and focus on making all employees effective was great to be part of” , Demond Means, Director of Human Resources for the Wauwatosa School District.

The assessment was co-developed with consultants from The Stephens Group and a committee made up of a representative group of administrative assistants from the district. District leaders created a list of competencies for Microsoft Word and Excel based on industry standards. Competencies were divided into three levels that coincided with job classifications. Next, the committee of representatives took the list of competencies to the Union for approval.

Participants are asked to use both Word and Excel to complete the performance assessments. Typically, participants manipulate and work from already created templates in starter files that come with the directions for each performance assessment. Participants are allowed to use the Help menu, but must complete the performance assessment within two hours. An electronic scoring guide was developed for each performance assessment. A consultant from The Stephens Group trained personnel from the Human Resources Department on how to use the electronic scoring guides to score the performance assessments. Each participant is assigned a number in order to ensure confidentiality.

The committee of representatives piloted the newly developed performance assessments and made suggestions for revisions. “Our pilot testing program is a wonderful opportunity for WESA members to get up to speed on the basics of Word and Excel. The test results will enable the district to ascertain the scope of training necessary to ensure that all WESA members have a basic knowledge in these two programs. It will also be a stepping stone for future continuing education programs so WESA members can brush up in areas where they are perhaps lacking the extent of knowledge and/or expertise they would like” , Terry Sommers Administrative Assistant and WESA President for the Wauwatosa School District.

In the spring, all administrative assistants were invited to take the performance assessments. Representatives from the fall helped to proctor the assessment. Participants could choose which performance assessment they wanted to take. Assessments were scored by consultants from The Stephens Group and were mailed directly to the participant. Many of the participants chose to do more than one level, so that if a job in another classification was available, they would be able to apply. If participants passed, they could send a copy to the district representative in charge of the program and be exempt from taking it in the fall. During the 2004-2005 school year, the district will offer courses on the competencies to allow administrative assistants the chance to brush up on their skills . Many of the courses will be taught by their peers.

By June 30, 2005 , all administrative assistants (except those who passed in the spring and are exempt) will be required to take a performance assessment related to their job classification.

The Human Resources Department also plans to use the performance assessments with new applicants to determine their technology competency levels.

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