BASIC FUNCTION:

Under the direction of an assigned administrator, perform a wide variety of independent secretarial and administrative assistant duties to relieve the supervisor of administrative and clerical detail; coordinate flow of communications between administrators, faculty, staff, students, parents and the public.

DISTINGUISHING CHARACTERISTICS:

The Administrative Assistant I, II and III classifications serve as secretaries to an administrator with responsibility over a number of major functions. Incumbents in these classes perform duties under minimal direction. Incumbents in this class perform duties requiring a high level of initiative and independent decision-making.

ESSENTIAL FUNCTIONS:

• Perform a wide variety of independent secretarial and administrative assistant duties to relieve the supervisor of administrative and clerical detail
• Take and transcribe dictation as assigned by the position
• Type a variety of correspondence, memoranda, requisitions, reports, board agendas, lists, bulletins, forms and letters
• Assemble materials and prepare packets.
• Coordinate flow of communications and serve as a liaison between administrators, faculty, staff, students, parents and the public
• Explain programs, policies and procedures; initiate and answer telephone calls
• Screen and route calls
• Respond to inquiries and provide information; retrieve and respond to messages as appropriate.
• Compose a variety of correspondence independently or from oral instruction
• Retrieve information as requested by school personnel
• Maintain confidentiality of sensitive and privileged information.
• Prepare and maintain records related to the assignment
• Record expenditures
• Maintain and monitor department budgets
• Prepare purchase orders, stipends, travel claims, and check requests.
• Compile information and prepare and maintain a wide variety of data and reports according to established procedures and time lines
• Participate in special projects and research related to the administrator’s area of responsibility.
• Prepare and maintain a variety of records related to assigned activities
• Establish and maintain filing systems
• Compile and duplicate related materials as needed.
• Coordinate and schedule meetings, appointments, workshops, conferences and special events
• Prepare agendas for and take minutes at assigned meetings
• Arrange travel reservations
• Maintain assigned calendars.
• Train and provide work direction and guidance to clerical staff and student assistants as assigned by position
• Provide input on employee performance as requested.
• Operate a variety of office equipment including a copier, fax machine, typewriter, and a computer and assigned software.
• Receive, open, sort, screen and distribute incoming mail
• Assist in the preparation and dissemination of materials and information to the public and staff regarding various events and activities.
• Monitor inventory levels of office supplies and order replacements as necessary
• Arrange for office equipment repairs as necessary.
• Perform related duties as assigned.

DEMONSTRATED KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Financial and statistical record-keeping techniques.
• District organization, operations, policies and objectives.
• Research methods.
• Operation of a computer and assigned software.
• Interpersonal skills using tact, patience and courtesy.
• Principles of training and providing work direction.
• Methods of collecting and organizing data and information.
• Business letter and report writing techniques.
• Telephone techniques and etiquette.
• Budgeting practices regarding monitoring and control.
• Modern office practices, procedures and equipment.
• Mathematical computations.

ABILITY TO:

• Perform a wide variety of independent secretarial and administrative assistant duties to relieve the supervisor of administrative and clerical detail.
• Coordinate flow of communications between administrators, faculty, staff, students, parents and the public.
• Communicate effectively both orally and in writing.
• Establish and maintain cooperative and effective working relationships with others.
• Interpret, apply and explain applicable laws, codes, rules, regulations, policies and procedures.
• Type at a minimum of 65 words per minute from clear copy.
• Take and transcribe dictation at an acceptable rate of speed.
• Maintain financial and statistical records.
• Compile and verify data and prepare reports.
• Understand and work within scope of authority.
• Maintain confidentiality of sensitive and privileged information.
• Complete work with many interruptions.
• Compose correspondence and written materials independently or from oral instructions.
• Establish and maintain a variety of filing systems.
• Operate a variety of office equipment including a computer and assigned software.
• Prioritize and schedule work.
• Train and provide work direction to others.
• Work independently with little direction.
• Make mathematic calculations with speed and accuracy.
• Maintain consistent, punctual and regular attendance.
• Move hands and fingers to operate a computer keyboard.
• Hear and speak to exchange information in person or on the telephone.
• Sit for extended periods of time.
• See to read a variety of materials.
• Bend at the waist, kneel or crouch to file materials.

EDUCATION AND EXPERIENCE REQUIRED:

Any combination equivalent to: graduation from high school supplemented by college-level course work in business, secretarial science or a related field and three years of secretarial and administrative assistant experience involving frequent public contact.

WORKING CONDITIONS:

ENVIRONMENT:

• Office environment.
• Constant interruptions.

Confidential/Supervisory Salary Range 20

225 day work year