SY Administrative Assistant

Position: SY 25-26 Administrative Assistant
Employment Status:
Full-Time

FLSA Status:
Non
- Exempt

Calendar: 240 Days

Experience

Required:

Job related work experience with increasing levels of responsibility.

Minimum

Education Requirements:

High School diploma or equivalent.

Department:
Central Office.

Direct Supervisor:
Assigned Assistant Superintendent.

Primary

Work Location:

Office setting.

Job Summary:

Performs highly responsible, sensitive, and confidential administrative and secretarial functions primarily for Directors and Assistant Superintendents at Central Office; establishing and maintaining department records; coordinating assigned projects; and compiling and distributing a wide variety of material and reports.

Essential Job Functions

An employee in this position may be called upon to do any or all of the following essential duties:

* Analyzes financial information for the purpose of identifying potential budget variances, compiling statistical information, developing procedures, and conforming to established financial practices and regulatory requirements.

* Attends department and/or in-service meetings for conveying and/or gathering information required to perform functions.

* Compiles statistical and financial data (e.g. work orders, budget reports, specialized reports, personnel records, etc.) for the purpose of providing third-party reporting, developing budget recommendations, providing financial summaries to other personnel, and/or ensuring compliance with established guidelines.

* Coordinates assigned projects and/or program components (e.g. proper distribution of materials to a variety of departments, arrangements for conferences, meetings, travel requirements, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.

* Maintains a variety of manual and electronic documents files and records for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.

* Prepares a variety of correspondence, reports and other materials (e.g. letters, memorandums, minutes, charts, periodic and ad-hoc reports, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.

* Processes a variety of documents and materials (e.g. time sheets, work orders, requisitions, etc.) for the purpose of disseminating information in compliance with established administrative guidelines.

* Researches assigned topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information that addresses school operations.

* Responds to inquiries from a variety of internal and external parties (e.g. district staff, other schools, government agencies, general public, students, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.

* Perform other duties as assigned.

Knowledge, Skills, and Abilities (KSA's) for Position

An employee in this class must have the following knowledge, skills, and abilities upon application:

Knowledge

* Standard policies and procedures in academic environment.

* Standard administrative and clerical procedures and systems.

* Formats for correspondence, reports, records, and files for assigned department.

* Proficient in Microsoft Office applications and general databases.

* District's functions and its relationships with local government and the community.

Skills

* Strong written and oral communications and relational skills.

* Strong interpersonal skills with tact and diplomacy.

* Strong organizational, managerial, and problem-solving skills with attention to detail.

* Good public relations and customer service.

* Typing 60 wpm.

* Operate a variety of office equipment, including computer, printer, calculator, and copier.

Abilities

* Demonstrated discretion and confidentiality handling sensitive issues.

* Maintain workflow in a fast-paced environment.

* Maintain multiple projects simultaneously with deadlines and frequent interruptions.

* Establish and maintain effective working relationships with associates, teachers, parents, and the public.

* Effectively welcome and embrace differences among employees and citizens.

* Must be able to successfully complete a background investigation.

* Must be able to work a flexible schedule as needed.

This position description is a general guideline for work behavior and is not intended to be a comprehensive listing of all job duties. Therefore, it is also not, nor can it be implied to be, a contract of employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. Must be able to successfully complete an intense background investigation.