Administrative Assistant, Student Services and Human Resources (10183)

BASIC FUNCTION & RESPONSIBILITY: Under moderate supervision, organize and manage the routine work activities of a central administrative department office and provide clerical support to a director(s) or department head(s) and other staff members.

QUALIFICATIONS:

Education/Certification:

• High school diploma or GED

Special Knowledge/Skills/Abilities:

• Proficient skills in keyboarding, data entry, word processing, and file maintenance
• Ability to use software to develop spreadsheets and databases and do word processing
• Ability to prioritize workflow to address the multiple needs of the supervisor(s) or the department(s)
• Ability to multi-task numerous complex administrative activities
• Basic math skills
• Effective communication and interpersonal skills

Experience:

• Three (3) years of secretarial experience, preferably in a public education environment

CHARACTERISTIC DUTIES & RESPONSIBILITIES: The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

Records, Reports, and Correspondence:

• Prepare correspondence, forms, manuals, reports, presentations, and other documents for the department head(s) and other department staff members.
• Compile, maintain, and file all reports, records, and other documents as required.

Accounting:

• Perform routine bookkeeping tasks, including simple arithmetic operations, for the designated administrator(s).
• Prepare purchase orders and payment authorizations.
• Prepare and process department(s) purchase orders and payment authorizations.
• Order and maintain inventory of office supplies and program equipment.

Other:

• Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
• Maintain a schedule of appointments and make travel arrangements for department staff.
• Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
• Receive, sort, and distribute mail and other documents to department staff.
• Maintain confidentiality of information.
• Follow district safety protocols and emergency procedures.

SUPERVISION EXERCISED: None

MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: May work prolonged or irregular hours; occasional districtwide travel
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress