SY Administrative Assistant

Job Summary

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.

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of manual and electronic documents files and records for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.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