Personalized Pathways and Career Technical Education Administrative Assistant [ESP3534]

Title: Administrative Assistant IV

Classification Title: Personalized Pathways and Career Technical Education Administrative Assistant

Calendar: B, Year Round

ESP Salary Schedule: Range 100 Step 1
Hours: 8/Day, 40/Week

Location: Education Service Center

GENERAL PURPOSE

Under the direction of the Executive Director of Secondary Education and Pathways, the Administrative Assistant position supports the director and district teacher specialists and coordinators in developing and implementing district-level programs and initiatives. The Personalized Pathways Administrative Assistant is responsible for overseeing and providing administrative and clerical support for the CTE and other Personalized Pathway Programs and will assist with programs and program documentation; monitor budgets and grant needs, including supporting schools in the purchasing processes; prepare and distribute correspondence; respond to walk-in, phone and email requests; prepare requisitions; and compile reports for programs and program documentation.

MAIN JOB TASKS AND RESPONSIBILITIES

• Cultivate an engaging, friendly work environment and maintain positive relationships with various stakeholders. 

• Support with managing, organizing, and documenting meetings associated with the Personalized Pathways Team.

• Track and manage department credit card, enter receipts in LINQ, and credit card reconciliation.

• Support pathway budget planning, allocations and spending aligned to each program's requirements.
• Track and Support grant needs

• Update and maintain the department web page and other forms, etc. as needed.

• Track professional development and enter in CACTUS or other tracking systems.

• Provide orientation and instruction to employees in lower job classifications.
• Greet visitors; ascertain nature of business, and direct visitors to the employer or appropriate person.
• Communicate with District and school employees, teachers, parents/patrons, vendors, USBE personnel, and other school districts.
• Coordinate travel arrangements for administrators, and other personnel for In-service, workshops, conferences, and conventions.
• Answer telephones and give information to callers, take messages and/or routes to appropriate staff members.
• Maintain personnel files and files for temporary staff, as appropriate.
• Ensure that all financial policies and procedures for cash handling and accounting are followed and orient new employees in the appropriate handling of such transactions.
• Follow purchasing requirements and processes
• Compile and prepare reports required by Federal, State, and district agencies.
• Oversee completion of inventory reports in the school.
• Open, read and route incoming mail/email. 
• Copy, file and distribute a variety of documents.
• Receive monies from students, teachers, and staff; make bank deposits as assigned; record all transactions in journal and ledger accounts.
• Compose and prepare correspondence, reports, spreadsheets, and databases as needed, working with word processing, spreadsheet and database software to complete administrative tasks.
• Handle extensive confidential information.
• Provide clerical and administrative support for Principal, Administrators and other staff as assigned.
• Keep accurate budget accounts; track encumbrances, expenditures, salaries and benefits; and adjust budgets as needed.
• Compose and type routine correspondence; prepare materials for special events such as invitations, guest lists RSVPs, programs, etc.
• File correspondence and other records
• Schedule appointments and make changes to school and administrator’s calendar as necessary.
• Make decisions regarding dissemination of information, screening of visitors and deferral or immediate action in the absence of supervisors.
• Schedule meetings and record minutes of meetings as assigned.
• Order and stock office supplies as necessary; process purchase orders, receive goods and process invoices, as necessary.
• Maintain office equipment such as copiers and computers; arrange maintenance contracts for equipment; call for assistance when needed for more complex repairs and maintenance. 
• Assist in developing and distributing information packets, notes and the like to students, parents and staff as needed. 
• Assist with and participate in various school activities, fundraisers and special events, providing support and assisting the principal and teachers with the coordination of such activities.
• Serve as backup for other clerical and administrative staff as assigned.

EDUCATION AND EXPERIENCE

• An Associate’s Degree or equivalent combination of education and experience.
• Four (4) years of related experience.
• Knowledge of bookkeeping and skill in typing, computers, and using a calculator.
• Knowledge of Google Sheets and other Google Applications

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

• The job occasionally requires light physical exertion including walking, standing, motor vehicle operation and other forms of light physical activity.
• Work is carried out in an agreeable environment as generally represented by normal office conditions and little or no unpleasant elements.