FRANKLIN COUNTY SCHOOLS JOB DESCRIPTION

JOB TITLE: ADMINISTRATIVE ASSISTANT TO THE CHIEF OF ACADEMICS AND THE EXECUTIVE DIRECTOR OF SECONDARY AND CTE

FLSA STATUS__-NON-EXEMPT

PAY GRADE: M

GENERAL STATEMENT OF JOB

Under limited supervision, performs highly skilled and responsible secretarial and administrative work in support of the Chief of Academics, Executive Director of Secondary and CTE and the CTE central office staff. Assists with a wide variety of office duties. Reports to Chief of Academics and Executive Director of Secondary and CTE.

DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

Serves as the personal and confidential administrative assistant to the Chief of Academics and Executive Director of Secondary and CTE.

Prepares announcements, memorandums, letters, agendas and other correspondence.

Assists in grant preparation and keeps data required by DPI and other state agencies.

Handles mechanics of planning major meetings, prepares presentations and reports, records minutes when appropriate, and follows through on matters requiring correspondence.

Takes and transcribes dictation of various types, including correspondence, reports, notices and recommendations, and disseminates such information to teachers and principals.

Designs documents, presentations and spreadsheets.

Updates a variety of information using a computer database.

Works with staff development presenters throughout the year (contracts, payment for services, evaluations, etc.) and sets up staff development workshops.

Reviews incoming mail to keep informed on the status of matters being handled by the office; refers important correspondence to the Chief of academics, Executive Director of Secondary and CTE, or appropriate staff member; and holds specially assigned correspondence and independently prepares appropriate replies.

Update and maintain departmental website.

Assists in the organization of departmental events.

Processed payroll for department to be transmitted to Payroll Department.

Receives telephone calls and visitors; gives out information regarding activities and programs; and refers calls or visitors to appropriate staff members.

Keys requisitions and processes purchase orders , maintains accurate financial information in relation to line item expenditures versus budget, invoice reconciliation, and other such financial duties that may be assigned by the Chief of Academics and Executive Director of Secondary and CTE.

Arranges the appointments; procures travel orders and vouchers; assembles pertinent materials; and coordinates and makes travel arrangements.

ADDITIONAL JOB FUNCTIONS

Assists in a variety of department operations; performs special projects and assignments as requested; and prepares reports.

Gathers, assembles and summarizes data and information and puts it into usable form.

Prepares correspondence, materials, purchase orders, etc. for special projects and initiatives.

Proofreads documents generated by the department.

Recommends improvements in workflow, procedures and use of equipment and forms.

Participates in the duties related to the administration of an office.

Serves as a backup to the central office receptionist.

Performs other related duties as assigned by the Chief of Academics and Executive Director of Secondary and CTE.

MINIMUM TRAINING AND EXPERIENCE

Graduation from high school with preference given to an Associate's degree in secretarial science or office management and five years of increasingly responsible secretarial experience in an educational setting; or an equivalent combination of education, training and experience that provides the knowledge, skills and abilities required to perform the job functions. Previous financial secretarial experience is a plus.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Requires light physical work. Must be able to lift boxes up to ten pounds. Must be able to sit at a computer for extended periods of time.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics of data, people or things.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments or directions to others.

Language Ability: Requires the ability to read simple to complex forms. Requires the ability to prepare time sheets and supply requisitions using prescribed format.

Intelligence: Requires the ability to apply common sense understanding to carry out instructions furnished in written or oral form; to deal with problems involving several concrete variables in or from standardized situations.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.

Numerical Aptitude: Requires the ability to add, subtract, divide, and multiply.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using a keyboard.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate to high levels of stress.

Physical Communications: Requires the ability to talk, write and hear.

KNOWLEDGE, SKILLS AND ABILITIES

Ability to supervise and direct others.

Ability to reason, make judgments, and maintain effective working relationships with others in exercising discretion and action in the performance of assigned work.

Ability to utilize positive human relation skills with all staff and parents in fulfilling requests for assistance as appropriate.

Skills of keyboarding with accuracy at the speed necessary for the position.

Skills in operating a computer with word processing and spreadsheet applications.

Considerable knowledge of office practices and procedures.

Ability to compile and summarize information.

Ability to resolve problem situations with sound judgment.

Considerable ability to communicate effectively both orally and in writing.

Ability to demonstrate proper telephone etiquette.

Ability to maintain confidentiality.

Ability to exercise independent judgment and initiative in completing work assignments.

Knowledge of report writing.

Ability to compose correspondence independently.

Ability to work in the absence of supervision.

Ability to establish and maintain cooperative working relationships with those contacted in the course of work.

This job description is designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees in this job. It is not a contract or guarantee of employment, salary or benefits.

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