Administrative Assistant

 

Description

Position Information:

This is an Promotional/Open Competitive recruitment for one (2) current vacancy. Incumbents holding this position are responsible for performing a wide variety of difficult and responsible office and administrative support functions requiring a thorough knowledge of District rules, policies, and procedures. Successful candidates are expected to work (8) hours per day, five (5) days per week, and twelve (12) months per school year.

GENERAL PURPOSE

Under general supervision, performs complex and difficult office and administrative support duties; types technical documents and reports; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS

Administrative Assistant independently performs a wide variety of difficult and responsible office and administrative support functions requiring a thorough knowledge of District rules, policies and procedures. Incumbents use advanced word processing, spreadsheet and graphics skills in the development of technical documents and presentation materials. They may provide general office administrative support services and provide backup to other office clerical and administrative staff. Assigned work requires the use of initiative and judgment in selecting appropriate work methods, understanding and applying complex information requiring a high degree of accuracy and interacting with and handling routine to non-routine questions, complaints and problems based on knowledge gained through experience.

• Administrative Assistant is distinguished from Senior Office Assistant in that incumbents in the former class perform a variety of significant, complex administrative and office support functions with moderate direction and supervision, in addition to providing general clerical support.

Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Types, composes and revises reports, correspondence, memoranda, agreements, newsletters, schedules, notices, charts and other specialized documents; types from rough notes, drafts, and brief oral instructions; edits and revises materials on diskette; composes standard correspondence; maintains and updates confidential office files, logs, lists, directories, records and databases according to District policies and regulations; creates standard spreadsheets; designs and revises department forms; data enters information; sets up and maintains master and monthly calendars.
  
• Answers, screens and directs telephone calls and visitors; directs emergency calls to the appropriate person; researches requests from District employees or the public; responds to questions and complaints and provides detailed, technical information regarding policies and procedures according to established procedures; provides translations as needed; contacts staff members to translate materials.
  
• Performs research and compiles data for reports, hearings, cases and records; requests information from various agencies; verifies data accuracy and completeness; assigns case numbers to police reports.
  
• Maintains, posts and updates budget and financial records; maintains budgets for school programs, including requesting approval for special program expenses, writing checks, balancing accounts and making deposits; maintains field trip budgets; checks account numbers against appropriation ledgers; maintains records of monies spent; processes invoices and requests for payment; submits approvals for appropriation transfers; prepares requests for budget adjustments; prepares forms for reimbursement; receives and reports petty cash expenditures; makes deposits; keeps records of expenditures for consultants; compiles student participation lists, collects monies and issues receipts.
  
• Orders and distributes office and program supplies, equipment, subscriptions and materials; receives and maintains inventory of supplies and equipment; stamps items for identification; returns damaged merchandise; establishes open accounts with vendors; verifies the accuracy of receivers and invoices; files completed requisitions and purchase orders; sets up supply and material exhibits for school staff review and creates exhibit lists; inputs exhibit requisitions and pulls book orders from exhibits.
  
• Schedules meetings, conferences and appointments for assigned staff; assists in organizing and prepares and distributes materials; cancels and reschedules meetings as necessary; prepares agendas and takes minutes; sets up meeting rooms; arranges for refreshments and child care; drafts presentations; assists in coordinating teacher conference attendance, including typing request forms, checking board minutes for approval, distributing claims forms, collecting receipts for reimbursement, making reservations and coordinating substitutes.
  
• Opens, reviews, prioritizes and distributes mail; schedules deliveries and pick-ups; coordinates mass mailings; duplicates and files documents, records and materials; designs and prepares binders.
  
• Records daily staff attendance information and prepares timesheets; monitors sign-in and out sheets; collects and submits time reports; records volunteer hours; receives and distributes paychecks; sends worker's compensation information and documents to Risk Management and doctors as needed; maintains records of employee time-off.

OTHER DUTIES

• Provides backup for other department or division office administrative support staff.
  
• May provide work direction to other clerical personnel; monitors workflow and adjusts duties to complete assignments; may train, orient and give tours to new employees; provides input for employee evaluations.
  
• Assists in coordinating special events; creates communications, invitations, programs, sign-in sheets and other materials; orders gifts; recruits and schedules volunteers; makes catering arrangements and arranges for refreshments; schedules speakers and presenters; serves on special activities committees.
  
• Arranges for repairs and service calls as directed.
  
• Schedules department visitation with school sites; oversees and notifies school sites of deadlines; creates and updates working calendars.
  
• Performs health-related clerical duties to ensure federal performance standards for immunizations, testing and health exams are met; gather health-related information for state reports; lists students with conditions of concern; verifies health-related requirements for school entry are met; enters health information into electronic students' records systems; works with Information Systems to update health codes in the students' database and generate reports; performs immunization checks; assists in making preparations for annual health audits; assists nurses at clinic and exclusions as needed; conducts school site visits.
  
• Maintains and makes minor repairs to office equipment; provides technical assistance to staff on computer usage; maintains inventory and supplies; troubleshoots equipment and computer problems; sets up and installs computer hardware and software; assists in troubleshooting voicemail problems.

Qualifications

MINIMUM QUALIFICATIONS

Knowledge of:

• Office administrative and management practices and procedures, including filing and record keeping.
  
• Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
  
• District organization, functions, rules, policies and procedures applicable to assigned areas of responsibility.
  
• District administrative procedures and forms for human resources, risk management, contracting, purchasing, inventory, accounts payable, budgeting, travel and training processes.
  
• Computer hardware and standard and advanced uses of business software, including word processing, graphics, spreadsheet, database and other applications.
  
• Basic research techniques, methods and procedures.
  
• Basic methods and practices of providing lead work direction.
  
• District human resources policies and labor contract provisions; District timekeeping and payroll codes and reporting requirements.

Ability to:

• Operate a computer terminal and computer using word processing, spreadsheet and other business software.
  
• Operate other standard office equipment.
  
• Organize, set priorities and exercise sound independent judgment within areas of responsibility.
  
• Interpret, apply, explain and reach sound decisions in accordance with District and department policies and procedures and labor contract provisions.
  
• Organize and maintain office and specialized files.
  
• Communicate clearly and effectively, orally and in writing, in English or a designated second language as required.
  
• Understand and follow written and oral instructions.
  
• Prepare clear, accurate and concise records and reports.
  
• Provide effective work direction and train others in work processes, procedures and technology.
  
• Troubleshoot and resolve basic computer software and hardware problems.
  
• Compose correspondence from brief instructions.
  
• Maintain sensitive and confidential information.
  
• Use tact, discretion and diplomacy in dealing with sensitive situations and concerned people and customers.
  
• Establish and maintain effective working relationships with District administration, faculty, staff, parents, students, the public and others encountered in the course of work.

Education, Training, and Experience:

• Graduation from high school, G.E.D. equivalent or higher.
  
• And, three (3) years of increasingly responsible office administrative or secretarial experience.
  

• Related post-secondary degrees may substitute for a portion of the required experience.

Licenses; Certificates; Special Requirements:

Some assignments may require a Driver License and proof of insurability.
Some assignments may require bilingual, biliterate or both abilities in a designated second language.

PHYSICAL AND MENTAL DEMANDS

The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out essential job functions.

• Lift, carry, push, pull, bend, twist, stoop, kneel, walk, run, and crawl.
• Perform light physical exertion.
• Lift 25 pounds.
• Carry 15 pounds.
• Reach in all directions.
• Stand, sit and walk for extended periods of time.
• Work at a desk, conference table or in meetings of various configurations.
• Read, interpret, and apply rules, regulations, policies and procedures

Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability and the ability of the hiring department to accommodate the limitation.

Examination Information

Examination Information:

After the evaluation of minimum qualifications, examination parts for this recruitment may include, but are not limited to the following: scored supplemental questionnaire, written exam, performance exam, oral appraisal interview, physical ability test, oral presentation, project assignment, etc. In addition we may conduct an assessment to evaluate language proficiency to determine those that poses strong bilingual/biliterate skills.

Applicants must submit a full application. Failure to submit a complete application will result in disqualification from this recruitment.

The Personnel Commission reserves the right to change, alter, cancel, add or modify examination parts, as well as weights and dates.

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