Administrative Program Assistant - Early Childhood Services

Purpose            The job of Administrative Program Assistant is done for the purpose/s of providing a wide variety of complex and confidential secretarial and administrative assistant duties indigenous to the         department in which they serve; conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects.          This job reports to Assigned Administrator/Supervisor. Essential Functions 

• Communicates with personnel, administrators, school districts, outside agencies, governmental organizations, students, parents and the public for the purpose of exchanging information,        coordinating activities, resolving issues or concerns, providing documents and responding to inquiries and requests for documents as needed.
• Compiles and verifies data and information from a variety of sources for the purpose of generating a variety of computerized reports and documents and assuring accuracy and completeness in compliance with financial, legal and/or administrative requirements.
• Coordinates a variety of projects, functions and/or program components (e.g. meetings, screening of telephone calls, in-service events, daily mail processing, travel and accommodations, inventory and ordering office and departmental supplies and equipment, preparing and distributing informational packets and bulk mailings, etc.) for the purpose of completing activities and/or delivering services in a timely and efficient manner.
• Greets callers and visitors (e.g. staff, administrators, parents, students, public, etc.) for the purpose of providing technical information related to department operations, responding to inquiries, resolving a variety of issues and/or directing individuals to appropriate staff in accordance with established building security procedures.
• Participates in a variety of meetings, workshops, and/or trainings for the purpose of presenting or receiving information, recording minutes, and supporting the needs of the attendees.
• Performs a variety of clerical accounting duties as assigned for the purpose of assisting in the development and monitoring of program budgets to assure compliance with established limitations and accounting procedures.
• Prepares and maintains a wide variety of documents for the purpose of communicating information and/or creating documentation in compliance with established guidelines.
• Processes a wide variety of documents and materials for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of exercising independent judgement in resolving a variety of issues, serving as a resource to provide technical information related to department operations and related standards and procedures, laws, regulations, and policies.
• Schedules a wide variety of activities for specific workgroups (e.g. appointments, meetings, conferences, workshops, trainings, etc.) for the purpose of making necessary arrangements for    assigned administrator and/or management team.
• Serves as a resource regarding assigned programs for the purpose of maintaining positive staff and site activities. public relations, providing technical assistance, disseminating information and responding to inquiries concerning practices, policies, procedures, laws and regulations.
• Trains and provides work direction and guidance to designated staff as assigned for the purpose of enhancing productivity of staff, reviewing work for accuracy, completeness and compliance with established requirements.

Other Functions          Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit. Job Requirements: Minimum Qualifications       Skills, Knowledge and Abilities       SKILLS are required to perform single, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; oral and written communication skills; and preparing and maintaining accurate records.      KNOWLEDGE is required to perform basic math, including calculations using fractions, percent, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; concepts of grammar and punctuation; and office practices and procedures; codes/laws/rules/regulations/policies; office equipment and technology; and recordkeeping and record retention practices.      ABILITY is required to schedule a number of activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; establishing and maintaining effective working relationships; working as part of a team; and working with frequent interruptions.      Responsibility      Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; monitoring budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the organization’s services.      Work Environment      The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling,  some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 60% sitting, 25% walking, and 15% standing.  This job is performed in a generally clean and healthy environment.      Experience:           Job related experience with increasing levels of responsibility is required.      Education:            High school diploma or equivalent.      Equivalency:         Any combination equivalent to: graduation from high school and four years of increasingly responsible secretarial or clerical experience.                                   The stated education and experience requirements are the preferred minimum qualifications for this job. However, relevant experience to substitute for the education                                  requirement and relevant education, certificates and/or licenses to substitute for the experience requirement may be allowed.        Required Testing:                                                              Certificates and Licenses      Performance Testing      Continuing Educ. / Training:                                              Clearances                                                                                                Department of Justice (DOJ) & FBI
                                                                                               Fingerprint Clearance
                                                                                               Physical Assessment Exam
                                                                                               Tuberculosis Clearance    FLSA Status                                               Approval Date                                            Salary Grade    Non Exempt                                                                                                                  24