CO- 5 Administrative Assistant to Chief Officer

Job Description Code: 10A.010

Division/Department: Clerical

Pay Grade: CO-5

Pay Type: Salaried; Non-Exempt

Retirement: TRS

Contract Work Year: 235 Days/40 Hour Work Week

Reports To: Division Chief Officer

Evaluation Instrument: PEI

Minimum Qualifications

Standard high school diploma or satisfactory completion of a General Education Development (GED) Testing Program; business or technical training preferred. Three years of related secretarial experience. Ability to establish an effective working relationship with staff and the public; excellent verbal and written communication skills; exercise independent judgment, and make decisions; advanced technology skills; must be able to work in a fast-paced environment; must be able to handle multiple tasks and diversified duties at any given time.

GOAL

Provide a variety of skilled secretarial duties involving sub-administrative responsibilities and judgments to relieve supervising personnel of routine office procedures in a responsible and accurate manner.

Representative Duties & Responsibilities

• Follow instructions to perform advanced secretarial/clerical work.
• Take dictation, and type correspondence, articles, reports, manuals and other materials on general or technical subjects; draft routine acknowledgments in response to inquiries not requiring a supervisor’s attention.
• Examine, check and verify complex statistical and other reports for completeness and accuracy of computations; determine conformity to established requirements and personally follow up the more complicated discrepancies.
• Compile, file and maintain forms; summarize and record as necessary to ensure accurate, up-to-date accountability.
• Maintain updated and accurate files of general correspondence and business documents.
• Maintain, gather and organize data, statistics and other information, and prepare reports, as required.
• Maintain absolute confidentiality of both written and verbally-expressed sensitive materials and information.
• Use desktop publishing skills and other technologies to create forms and presentations.
• Operate standard office equipment such as typewriter, calculator, microcomputer, copy and fax machines, as well as equipment developed from future technology as required by the job.
• Answer telephone, screen callers and refer to appropriate person; greet visitors, ascertain nature of business and direct to appropriate person.
• Interact effectively with the general public, staff members, students, teachers, parents and administrators, using tact and good judgment.
• Maintain a schedule of appointments and arrange meetings, conferences and trips for administrator.
• Provide functional guidance to other clerical employees, as assigned.
• Exercise a significant amount of authority to complete assigned duties with minimal review by the administrator.
• Prepare purchase orders for materials and resources, as well as office supplies, and monitor expenditures.
• Duplicate, collate, and disseminate written materials to schools and appropriate personnel.
• Possess and maintain valid and appropriate license, certificate and/or credential as may be required for this position.
• Follow work scheduling and attendance requirements in a regular, predictable and punctual manner.
• Participate successfully in the training programs offered to increase the individual’s skill and proficiency related to the assignment.
• Review current developments, literature and technical sources of information related to job responsibility.
• Ensure adherence to good safety procedures.
• Follow federal and state laws, as well as School Board policies.
• Perform other duties as assigned.
  
  

IMPORTANT NOTES

Essential Duties

Job descriptions are designed and intended only to summarize the essential duties, responsibilities, qualifications, and requirements for the purpose of clarifying the general nature and scope of a position’s role as part of the overall organization. Job descriptions do not list all tasks an employee might be expected to perform, and they do not limit the right of the employer/supervisor to assign additional tasks or otherwise to modify duties to be performed – even if seemingly unrelated to the basic job. Every employee has a duty to perform all assigned tasks. (An employee who is assigned a duty or task believed to be unlawful should report the assignment to the Chief Human Resources Officer.) It should also be noted the order of duties/ responsibilities as listed in the job description is not designed or intended to rank the duties in any order of importance relative to each other.

Minimum Requirements

In filling a vacant position, preferred or required credentials regarding education, training, experience, and other bona fide occupational qualifications may be established. The credentials shown in this job description may be interpreted only as the minimum criteria existing at the time the description was developed. Other bona fide occupational qualifications and criteria may be utilized as needed in the selection process.

Fringe Benefits

FICA is paid by the employee and matched by the School District. Temporary workers do not qualify for employee benefits.

Adopted: April 20, 2000

Revised: March 2005, July 2008, March 2012, February 2017, July 2019, July 2023, July 2024