PENDERGAST SCHOOL DISTRICT

Job Description

JOB TITLE : Administrative Assistant

EXEMPT : No

GRADE : 114

LOCATION : Transportation

TERM OF EMPLOYMENT : 12 Month

REPORTS TO : Director / Administrator

• SUMMARY : The job of Administrative Assistant is done for the purpose(s) of providing clerical support to assigned administrative personnel;
• communicating information to staff, the public, and other districts; orienting assigned personnel to their job requirements;

ensuring compliance with financial, legal and administrative requirements; and providing information and / or direction as may be requested.

SUPERVISES : None

REQUIRED QUALIFICATIONS :

• Job-related experience with increasing levels of responsibility
• Targeted job-related education that meets organization's prerequisite
• Ability to assist team members
• Ability to take direction
• Ability to work with confidential materials

PREFERRED QUALIFICATIONS :

Post-secondary education related to position

Such alternatives to the above required & preferred qualifications as the Superintendent / Designee may find appropriate and acceptable

ESSENTIAL DUTIES AND RESPONSIBILITIES :

• Attends meetings as may be required for the purpose of receiving and / or conveying information
• Composes documents (e.g. correspondence, agendas, minutes, newsletters, event programs, handbooks, bulletins, reports, etc.

for the purpose of conveying and / or documenting information regarding District activities and / or procedures

• Coordinates various activities (e.g. meetings, site inservice day activities, workshops, etc.) for the purpose of delivering services in conformance to established guidelines
• Maintains various records (confidential and non-confidential) for the purpose of ensuring documentation for future reference in accordance with administrative and legal requirements
• Monitors assigned activities and / or program components (e.g. education code, District requirements, employee contracts, component budgets, critical time lines, etc.

for the purpose of coordinating activities and ensuring compliance with established financial, legal and / or administrative requirements

• Orients personnel as may be required to department practices and / or procedures for the purpose of coordinating interdepartmental activities
• Presents information on administrative procedures, services, regulations, etc., for the purpose of training and orienting other personnel
• Processes documents and materials (e.g. schedules, billing claims, purchase orders, payroll records, work order agendas, mail, etc.

for the purpose of disseminating information to appropriate parties

• Researches various information (e.g. current practices, policies, education codes, etc.) for the purpose of providing information and / or recommendations and / or addressing a variety of administrative requirements
• Responds to inquiries from various internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among departments and / or providing direction as may be required
• Schedules various activities (e.g. meetings, travel arrangements, staff coverage, facilities usage, etc.) for the purpose of assisting in meeting staff needs and efficient utilization of personnel, equipment and facilities
• Supports assigned administrative personnel for the purpose of providing assistance with their administrative functions
• Assists other office personnel as may be required for the purpose of supporting them in the completion of their work activates
• Maintains inventory of administrative office supplies for the purpose of ensuring availability of materials when needed
• Perform such other duties and assumes such other responsibilities as may be assigned by the Superintendent / Designee

SKILLS, KNOWLEDGE AND ABILITIES :

Skills are required to perform single, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions.

Specific skills required to satisfactorily perform the functions of the job include : utilizing standard office equipment;

and utilizing pertinent software applications.

Knowledge is required to perform basic math, including calculations using fractions, percents, and / or ratios; read technical information, compose a variety of documents, and / or facilitate group discussions;

and solve practical problems.

Ability is required to schedule activities, meetings, and / or events; gather, collate, data; and use basic, job-related equipment.

• Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing specific defined processes;
• and operate equipment using defined methods. Ability is also required to work with a significant diversity of individuals and / or groups;

work with data of widely varied types and / or purposes; and utilize specific, job-related equipment. In working with others, independent problem solving is required to analyze issues and create action plans.

Problem solving with data requires analysis based on organizational objectives; and problem solving with equipment is limited.

Specific abilities required to satisfactorily perform the functions of the job include : being attentive to detail; communicating with diverse groups;

meeting deadlines and schedules; and maintaining detailed records; and adhering to safety practices.

RESPONSIBILITY :

Responsibilities include : working under supervision using standardized practices and / or methods; operating within a defined budget.

Utilization of significant resources from other work units is sometimes required to perform the job's functions.

EVALUATION : At least once annually in accordance with Governing Board Policy

REASONING ABILITY : Ability to define problems, collect data, establish facts and draw conclusions

LANGUAGE SKILLS :

Ability to effectively present information and respond to questions from groups of aides, students and the community

MATHEMATICAL SKILLS :

Ability to work with mathematics in the area of budgets, expenditures and revenues; ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations

PHYSICAL DEMANDS :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to talk and hear.

The employee frequently is required to stand, walk, sit, use hands to finger, handle, or feel objects, tools, or controls;

The employee must occasionally lift and / or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

WORK ENVIRONMENT :

The usual and customary methods of performing the job's functions require the following physical demands : occasional lifting, carrying, pushing and / or pulling;

some stooping, kneeling, crouching and / or crawling; and significant fine-finger dexterity. Generally the job requires 50% sitting, 25% walking and 25% standing.

The job is performed under minimal temperature variations and in varying atmospheric conditions.

Last updated : 2024-02-24