SY 26-27 Administrative Assistant - Special Services

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of manual and electronic documents files and records for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.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