Administrative Assistant Technology/Records Managment

Job Title: Administrative Assistant Technology/Records Management

Wage/Hour Status: Non-Exempt

Reports to: Technology Director

Dept./School: Technology

Date Revised: 7/2023

Primary Purpose:
Administrative Assistant-provide administrative support to ensure efficient operation of the office. Answer phone calls, schedule meetings and support technology team members. Administrative duties include but are not limited to: filing, typing, copying, scanning, creating files, spreadsheets, video editing etc. Must exhibit polite and professional communication via phone, email and in
person. Computer experience is a must. Must be proficient in MS Office, Google and Office365. Ability to keep up with multiple projects. Be responsible for confidential and time sensitive material. Produce, submit and keep track of purchase orders relating to our technology budget. Work with multiple vendors to acquire quotes for equipment for the district when needed. Reply to email,
telephone, or face to face inquiries in a timely manner. Organizational skills are a must. Develop and/or update administrative systems in place to make them more efficient. Resolve administrative problems. Other dutiesinclude updating the district Website.

Records Management-assist departments in the application of record management policies, procedures and techniques, including filing systems, indexing, central records storage, retrieval, and disposition. Maintains centralized District records in the Records Division of the District; facilitates the District's record retention schedule, provides technical assistance to all District departments, and performs related duties as required.

Qualifications:
Education/Certification:
High school diploma or GED

Special Knowledge/Skills:
Proficient skills in keyboarding, word processing, and file maintenance.
Effective organizational, communication, and interpersonal skills
Ability to use personal computer and software to develop spreadsheets, databases, and do word
processing.
Familiar with websites and website design
Knowledge of basic math skills
Knowledge of principals of records management, organization and administration; some knowledge of
local, state and federal laws relating to records retention and dissemination; knowledge of modern
office methods, records filing systems, equipment and practices.
Ability to use judgment and initiative; ability to establish and maintain work relationships with
employees and the public.

Experience:
Prior Administrative Assistant or Secretarial experience. Three years' experience, preferably in a public education environment.

Major Responsibilities and Duties:

Records, Reports, and Correspondence
1. Prepare correspondence, memorandums, forms, requisitions, and reports for the technology department office.
2. Compile, maintain, and file all reports, records and other documents as required.

Phones
3. Answer incoming calls, take reliable messages, and route to appropriate staff, handle questions and requests that fall within level of responsibility.

Accounting
4. Prepare, process and track all purchase orders and payment authorizations in accordance with budgetary limitations and district policies.
5. Perform routine bookkeeping tasks to maintain department budget records.
6. Monitor and process personnel time records including leave requests and reports, compile and submit
to central office.

Other
7. Order office supplies for the department.
8. Maintain a schedule of appointments for the director of information services.
9. Receive, sort, and distribute mail and other documents to department staff.
10. Follow district safety protocols and emergency procedures.
11. Maintain district website and assist with campus websites.
12. Assist with logins and related issues for learning management system.

Records Management
13. Assist with analysis and resolution of complex records management problems. Compile pertinent data as needed when preparing various state and local reports.
14. Maintain physical and computerized departmental files.
15. Provide consultation on Records Division procedures and policies to departmental staff.
16. Establish and maintain procedures to ensure records inventory is adequately controlled.
17. Assist with maintenance of District wide department records in accordance with legal requirements, records management policy and procedures.
18. Coordinate the Districts records management program and assist departments in the application and implementation of record management policies, procedures, and techniques, including filing systems, indexing and central records storage, retrieval and disposition. Assist with records retention schedules, policies, procedures and manuals for records management,
records imaging, vital records protection and preservation and disaster preparedness.
19. May supervise, train, and evaluate records management staff as required.
20. Assist others in performance of related tasks.
21. Provides a variety of office administrative tasks.

Accounting
22. Perform routine bookkeeping tasks, including simple arithmetic operations, for the department.
23. Assist with the preparation of purchase orders.

Files
24. Maintain physical and computerized files including mailing lists, and office communication.
25. Update Records Management handbooks, policy manuals, and other documents as assigned.

Other
26. Receive, store, and issue supplies and equipment.
27. Sort, distribute, or deliver mail and other documents.
28. Maintain confidentiality.
29. Other duties as assigned.

Equipment Used:
Computer, keyboard, telephone, calculator, photocopiers, facsimile machines, typewriters, various
computers, printers, scanner, and video equipment.

Supervisory Responsibilities:
No

Working Conditions:
Mental Demands/Physical Demands/Environmental Factors:
Maintain emotional control under stress, work with frequent interruptions. Repetitive hand motions; prolonged use of computer. Reading complex, writing complex,perception/comprehension, and judgment. Sitting, standing, walking, reaching, grasping, lifting, manual dexterity. Ability to list 25 pounds.
The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.