Administrative Assistant I - Counseling

GENERAL RESPONSIBILITIES

Performs skilled clerical and responsible administrative work performing a variety of secretarial and clerical tasks in an office environment; does related work as required. Work is performed under regular supervision.

ESSENTIAL TASKS

The following duties are normal for this position. The omission of specific duties does not exclude other duties if the work is similar, related, or a logical assignment for this position. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job description. Other duties may be required and assigned.

• Serves as confidential secretary to a school division executive such as a supervisor or executive director; processes incoming mail.
• Compiles, prepares, and maintains detailed and complex records and files.
• Types from rough draft, copy, dictating equipment, marginal notes, or verbal instruction.
• Participates in scheduled meetings. Responsible for scheduling meetings, taking and transcribing dictation of minutes of meetings, correspondence, memoranda, reports, and other materials.
• Checks and reviews a variety of data for accuracy, completeness, and conformance to established standards.
• Serves as receptionist; answers telephone and dispatches messages.
• Maintains appointment calendar; schedules appointments and meetings.
• Interviews visitors and refers to proper authority for disposition; fields parent, principal, and secretary inquires professionally and knowledgeably.
• Develops and organizes annual routines, including membership reports, back-to-school information, parent-teacher conference forms, summer school, and ordering materials, and other tasks as needed.
• Prepares and monitors purchase orders and supplemental pay requests. Receives checks, verifies and processes invoices.
• Receives receipts and accounts for funds.
• Collects and prepares data for records and reports.
• Maintains payroll.
• Manages with supervision a variety of confidential matters regarding departmental issues or personnel.
• Assists with the preparation of departmental budget; maintains departmental financial records.
• Prepare a variety of complex documents for publication.
• Makes arithmetical calculations; requisitions supplies and materials for department.
• Maintains mailing lists, files, and card indexes; assists with program registration.
• Operates standard office, word processing, and data processing equipment.
• Processes and maintains accurate records of school transfer requests, home instruction approval requests, religious exemption requests to compulsory attendance.
• Maintains adequate student records materials and supplies for schools and disperses/order materials as requested.
• Responds in a timely manner to Education Verification requests.
• Processes requests for former students’ records.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

Thorough knowledge of standard office practices, procedures, equipment, and office assistance techniques; thorough knowledge of business English, spelling, grammar and arithmetic; thorough knowledge of departmental programs and policies; ability to type, take, and transcribe dictation accurately and at a reasonable rate of speed; ability to make arithmetical calculations; ability to operate a variety of office equipment; strong skills in the use of data and word processing technology; ability to establish and maintain effective working relationships with school officials, parents, the general public, and associates; ability to follow oral and written instructions.

EDUCATION AND EXPERIENCE

Any combination of education and experience equivalent to graduation from high school, including or supplemented by courses in typing and stenography and extensive clerical and secretarial experience.

PHYSICAL REQUIREMENTS

This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects; This position requires the ability to communicate (oral and written), coordinate, instruct, compute, and to evaluate on a consistent and on-going basis. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential tasks.

WORK ENVIRONMENT

Inside office environmental conditions exist (temperature controlled, low hazard, low noise level).