School and Community Programs Administrative Assistant

School & Community Programs Administrative Assistant

Purpose Statement

The job of School & Community Programs Administrative Assistant is established for the purpose/s of providing a wide variety of complex and confidential administrative and secretarial support to assigned administrator(s); including preparing financial documentation; planning, organizing and facilitating meetings/events; tracking and analyzing data and reporting on findings; and coordinating assigned projects and site activities.

Essential Functions

• Communicates with school district personnel involved with grant administration and personnel from granting agencies for the purpose of ensuring compliance and timely reporting.
• Compiles data from a wide variety of sources (e.g. time sheets, expenditures/budget, Internet research, etc.) for the purpose of preparing reports, making recommendations; and/or preparing information for the assigned administrator.
• Coordinates a wide variety of projects, functions and/or program components (e.g. meetings, in-service events, travel and accommodations, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Corresponds with vendors regarding errors and/or open purchase orders for the purpose of timely receipt and maintenance of statements and invoices.
• Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, financial records, reports, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors a wide variety activities on behalf of assigned Administrator (e.g. program components, meeting arrangements, account balances, grant budgets and amendments, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Performs general clerical functions (e.g. scheduling, copying, faxing, data entry, filing, typing, answering telephone, greeting individuals, etc. ) for the purpose of supporting office operations.
• Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, meeting minutes, charts, cash receipts, grant reports, operational procedures, manuals, etc.) for the purpose of documenting activities, providing written reference, performing efficient and accurate reporting of functions and reports, and/or conveying information.
• Presents information on administrative procedures (e.g. department/program policies, submission procedures, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel.
• Processes a wide variety of documents and materials (e.g. time sheets, requisitions, travel reimbursements, budget transfers, entering purchase orders, coding of invoices, sub sheets for federal programs, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements and ensuring the accuracy of the request and the availability of funds.
• Procures supplies and materials for the purpose of maintaining availability of required items.
• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
• Represents assigned Administrator in their absence for the purpose of conveying and/or gathering information required for their functions.
• Researches a variety of topics (e.g. current practices, policies, education codes, state and federal guidelines, etc.) for the purpose of providing information and/or recommendations that address a variety of administrative requirements.
• Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, state and district assessments, etc.) for the purpose of making necessary arrangements for assigned administrator.
• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities and with the functions and responsibilities of the programs they oversee (e.g., supporting migrant recruitment, data entry, and student advocacy; supporting the implementation of coalition programs, etc.).
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

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 skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using job related software applications, preparing and maintaining accurate records; and planning and managing projects.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technicalinformation, compose a variety of documents, and/or facilitate group discussions; and analyze  to define issues and draw conclusions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: accounting/bookkeeping principles; business telephone etiquette; common office machines; and concepts of grammar and punctuation; and office methods and practices.

ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities, communicating with diverse groups, maintaining confidentiality, meeting deadlines and schedules, setting priorities, working as part of a team, and working with frequent interruptions.  Ability to be a self-starter and take the initiative is also a requirement of this position.

Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; and monitoring budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the organization’s services.

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 60% sitting, 20% walking, and 20% standing. This job is performed in a generally clean and healthy environment.

Education

Associates Degree or 90 College Credits or equivalend

Spanish speaking/ability to translate strongly preferred

Job related experience with increasing levels of responsibility preferred

Work Schedule

200 work days plus 11 holidays.

Salary

$29.50 to $34.50 depending on experience

Salary : $30 - $35