Administrative Assistant to the Superintendent & Board of Trustees

ELKO COUNTY SCHOOL DISTRICT

Human Resources Department

POSITION:  ADMINISTRATIVE ASSISTANT TO THE SUPERINTENDENT & BOARD OF TRUSTEES

Classification:  Unlicensed Staff

Terms of Employment:  Full Time – 219 Days

FLSA STATUS: NON-EXEMPT

This is a classified position assigned to the Classified Salary Schedule

POSITION SUMMARY:

Under administrative review, is responsible for initiating and coordinating the clerical and secretarial functions required in effective implementation of administrative policies of the superintendent’s office. Provides administrative assistance and management support requiring a high degree of awareness, tact, creativity, and initiative in directing or completing projects and resolving problems.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

This list of Essential Duties and Responsibilities is not exhaustive and may be supplemented.

1. Responsible for managing internal operations of the Superintendent’s
2. Plans, organizes, implements, and supervises secretarial/clerical work for the
3. Responsible for preparation of reports and compilation of agenda items for Board
4. Responsible for compiling agenda items and appropriate backup information for
5. Provides leadership, supervision, direction, and daily oversight to department staff for a smooth flow of information and delivery of services, and to ensure that procedures are
6. Compiles data based on research techniques and on statistical compilations involving an understanding of operation unit programs, policies, and
7. Researches, compiles, and analyzes data from a variety of
8. Establishes procedures that implement operational
9. Independently drafts financial, statistical, narrative, and reports, as
10. Performs independent research, prepares, and summarizes information for special projects, as
11. Responsible for auditing payroll variances for accuracy and monitoring budgets to provide
12. Provides administrative  support  by  researching  questions,  obtaining  information,  coordinating  and disseminating information, and following up on the progress and status of
13. Arranges, participates in, and implements conferences and committee meetings, as
14. Demonstrates authority and ability to resolve issues at the lowest
15. Frequent contact with the public and employees at all levels, which requires that information be obtained and relayed to visitors on their needs, and when necessary, refers to appropriate administrative
16. Interprets rules, regulations, polices, and procedures to employees and the general
17. Gives explicit or general directions and routes correspondence to Board of School Trustees, administrators, and support
18. Utilizes advanced microcomputer software skills to prepare correspondence, complex reports, charts, tables, and forms; prepares, maintains, and provides statistical information; may be required to write/create memos, correspondence, or reports, as
19. Reviews materials for administrative approval for typographical/grammatical accuracy, format, conformance with procedures, internal consistency, and ensures proper approvals have been
20. Attends meetings and provides agenda and minute support (dictation/notes/transcription).
21. Conforms to safety standards, as
22. Performs other tasks related to the position, as

DISTINGUISHING CHARACTERISTICS:

This class is distinguished as being the top level in the administrative secretarial series. The Administrative Assistant is responsible for complex secretarial duties, managing confidential information, and providing direction and leadership to secretaries and other staff within the Superintendent’s Office. Work is accomplished by directing and requiring the assistance of other secretarial/clerical staff. The scope and complexity of this position is such that it deals with diverse matters, which require an extensive knowledge of the Elko County School District and the Superintendent’s role in carrying out his/her duties.

KNOWLEDGE, SKILLS, AND ABILITIES (Position Expectations):

1. Knowledge of District
2. Knowledge of the requirements of the Open Meeting
3. Knowledge of secretarial practices, business machines, office management, and record keeping/accounting.
4. Knowledge of District budget and payroll
5. Extensive knowledge of personal computers and software applications, which includes word-processing, databases, spreadsheets, and
6. Ability to plan, organize, and set priorities on work and to work independently without immediate
7. Ability to keep information confidential and maintain an ethical
8. Ability to gain cooperation and conformance without
9. Ability to interpret, explain, and apply written and oral instructions, procedures, and
10. Ability to possess strong writing skills and do editorial checking for spelling, punctuation, and
11. Ability to use discretion and make sound
12. Ability to demonstrate leadership
13. Ability to demonstrate strong communication
14. Ability to determine procedures for handling unique
15. Ability to meet predetermined deadlines and flexibility in shifting to new tasks when priorities
16. Ability to promote public relations and to deal tactfully and diplomatically with
17. Ability to concentrate on accuracy of
18. Ability to work flexible hours or
19. Judgment as to when to act independently and when to refer situations to
20. Ability to cooperate with management, staff, outside agencies, and the
21. Ability to recognize and report hazards and apply safe work
22. Possess physical and mental stamina commensurate with the responsibilities of the

POSITION REQUIREMENTS:

             Education, Training, and Experience:

1. High school  graduation  or  other  equivalent  (i.e.,  General  Educational  Development  (GED),  foreign equivalency, ).
2. Six (6) years of secretarial/clerical experience with extensive public (Three (3) years must have included supervision of projects and/or staff, organization, coordination, and performance of duties at a responsible level).
3. Verified keyboarding/typing score of 60 words per minute

             Licenses and Certificates:            None Specified

             Preferred Qualifications:

             Ability to take dictation (i.e., shorthand, speedwriting, stenography, Dictaphone, etc.) at the rate of 80     words per minute and/or transcription of recordings at an equivalent rate.

DOCUMENT(S) REQUIRED AT TIME OF APPLICATION:

1. High school graduation or other equivalent (i.e., GED, foreign equivalency, ).
2. Verified keyboarding/typing score of 60 words per minute
3. Specific documented evidence of training and experience to satisfy

EXAMPLES OF ASSIGNED WORK AREAS:

Elko County School District facilities, schools, and department offices.

WORK ENVIRONMENT:

1. Strength:

• Sedentary/Light - Exert force to 25 , occasionally.

1. Physical Demands:

• Frequent sitting, standing, walking, pushing, pulling, carrying, stooping, reaching, handling, and repetitive fine motor Hearing and speech to communicate in person, via video conference and computers, or over the telephone. Mobility to work in a typical office setting and use standard office equipment. Stamina to remain seated and to maintain concentration for an extended period of time.

1. Vision:

• Frequent near acuity, occasional far acuity, and color Vision to read printed and online materials, a Video Display Terminal (VDT) screen, or other monitoring devices.

1. Environmental Conditions:

• Climate-controlled office  setting  with  temperatures  ranging  from  mild  to  moderate cold/heat. Exposure to noise levels ranging from moderate noise to loud for occasional to frequent time

1. Hazards:

• Furniture, office  equipment,  communicable  diseases,  chemicals  and  fumes  (as  related  to  specific assignment), and power/hand-operated equipment and machinery (as related to specific assignment).

EXAMPLES OF EQUIPMENT/SUPPLIES USED TO PERFORM TASKS:

Various  computers,  printers,  copy  machines,  calculators/adding  machines,  fax  machines,  telephones,  filing cabinets/office equipment, etc.

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

The Elko County School District is an equal opportunity employer and will not knowingly discriminate in any are of employment.  Those include discriminatory recruiting  and hiring practices against any United States Citizen or legal alien on the basis of race, color, creed, conditions, training, promotion, and terms and conditions of employment.

Individuals with a disability who require reasonable accommodation(s) during any step of the screening process or who have questions about qualifications should notify a representative in the Human Resource Department.  Notification may be made in person, in  writing, or by calling (775) 738-5196.