Administrative Assistant I - Records Manager Bilingual

Purpose Statement:

The job of Administrative Assistant I/Records is done for the purpose/s of responding to inquiries from staff, the public, etc. to provide requested information and/or referral to other parties; and providing general clerical support.

This job reports to identified Principal/Supervisor

EssentialFunctions

• Answers multiline telecommunication system for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages.
•  Assists other personnel for the purpose of supporting them in the completion of their work activities.
• Attends meetings, as assigned, for the purpose of taking minutes, conveying and/or gthering information required to perform functions. 
• Distributes mail, supplies, messages, keys, etc. for the purpose of disseminating materials to appropriate parties. 
• Evaluates situations and inquiries (e.g. involving other staff, students, parents, the public, police, probation department, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution. 
• Greets public, parents, students, vendors, etc. for the purpose of responding to their inquiries and/or directing them to appropriate personnel. 
• Performs record keeping and clerical functions (e.g. scheduling, copying, faxing, data keying, filing, etc.) for the purpose of supporting staff within the building. 
• Prepares written materials (e.g. reports, memos, letters, etc.) for the purpose of documenting activities, providing written reference and/or conveying information. 
• Processes documents and materials (e.g. subfinder, background checks, initial substitute applications, etc.) for the purpose of disseminating information to appropriate parties. 
• Responds to emergency calls for the purpose of notifying appropriate parties to address immediate safety issues. 
• Responds to inquiries of staff, other educational institutions, the public, parents and/or students for the purpose of resolving inquiry and/or forwarding to appropriate parties. 
• Serves as receptionist for assigned building (e.g. answer phones, take messages, respond to questions, receive visitors, etc.) for the purpose of efficient, effective, client service friendly operations.
• Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the work unit.

Skills, Knowledge and Abilities

SKILLS are required to perform multiple, non-technical tasks an occasional need to upgrade skills due to changing job conditionsSpecific skills required to satisfactorily perform the functions of the job include: operating standard office equipment; preparing and maintaining accurate records; and using pertinent software applications.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; understand written procedures, write routine documents, and speak clearly; and solve practical problems. Specific knowledge required to satisfactorily perform the functions of the job includes: professional telephone etiquette; computer and internet operations; concepts of grammar and punctuation

ABILITY is required to schedule activities and/or meetings; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others; work with data utilizing specific, defined processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with specific, job-related data; and utilize specific, job-related equipment. In working with others, Problem solving with data requires following prescribed guidelines; and problem solving with equipment is limited. Specific abilities required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; setting priorities; making independent decisions; adapting to changing work priorities; meeting deadlines and schedules; working as part of a team; working effectively with students, staff and community; working with detailed information/data; and working with frequent interruptions.

Responsibility

Responsibilities include: working under direct supervision using standardized procedures; providing information and/or advising others; and operating within a defined budget. Utilization of some resources from other work units may be required to perform the job's functions.

WorkingEnvironment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment.

 Experience

Job related experience is desired.

Targeted job related education that meets organization’s prerequisite requirements.

Certificates&Licenses

CPR/First Aid Certificate

ContinuingEduc./Training

Hold and maintain First Aid/CPR Card.

Clearances

ODE Fingerprint/Background Clearance