Description |
Job Description
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Job Title
Administrative Assistant, Director of Special Programs & Services
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Evaluation Type
Paraprofessional
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Department
Special Programs & Services
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Pay Grade
P8
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FLSA
Non-Exempt
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Date Revised
May 2019
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Supervisor
Director of Special Programs & Services
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BASIC FUNCTION & RESPONSIBILITY: Work under minimum supervision to provide advanced clerical services to the Director of Special Programs & Services. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.
CHARACTERISTIC DUTIES & RESPONSIBILITIES: The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.
Major Responsibilities and Duties:
Records, Reports, and Correspondence:
- Prepare correspondence, forms, manuals, reports, presentations, and other documents for the Director and department.
- Compile pertinent data as needed when preparing various state and local reports.
- Maintain physical and computerized files for overall department.
- Assist in compiling, maintaining, and updating departmental policies and procedures.
- Serve as a liaison with the Director to help ensure a manageable work-flow.
- Maintain communication with select outside parties on behalf of the department, including suppliers, business contacts, shareholders, etc.
- Schedule appointments and maintain the Director’s calendar.
- Set up meetings including reserving the venue and preparing materials.
- Make travel arrangements including making hotel reservations and turning in conference registration forms.
- Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to various administrators.
- Create and maintain meeting agendas, notes, and department-wide communication systems.
- Manage and retain records, memos, and legal documents
- Manage and organize basic personnel operations for office and department staff (time-off requests, timesheet submission, office/work hours, etc.)
- Promote a positive climate for department and office staff
Accounting:
- Perform routine bookkeeping tasks, including simple arithmetic operations, for the department.
- Prepare purchase orders and payment authorizations.
- Assist with department budgetary matters; developing and maintaining.
- Monitor and process personnel time records including leave requests and reports; compile information and submit for department.
- Create and maintain contracts approved by the Director for contracted professional services
Other:
- Act as confidential assistant to the administration and department; perform clerical duties relating to personnel and confidential matters.
- Receive, sort, and distribute mail and other documents to department staff.
- Receive, store, issue supplies and equipment for department.
- Keep informed of and comply with all state and district policies and regulations concerning primary job functions.
- Project a positive image to the school and community.
EQUIPMENT USED: Personal computer, printer, calculator, copier, and fax machine
ENTRY QUALIFICATIONS: High school diploma or GED
EXPERIENCE: Three years’ secretarial experience, preferably in a public education environment
SUPERVISION EXERCISED: None
KNOWLEDGE, SKILLS & ABILITIES:
- Knowledge of school district organization, operations, and administrative policies
- Ability to multi-task numerous complex administrative activities
- Highly proficient skills in keyboarding, word processing, and file maintenance using Google applications supported by the District.
- Excellent interpersonal, organizational and communication skills
- Requires good mathematical skills
- Ability to evaluate data and statistics and translate into a format which meets the needs and requirements of the administration and department
- Ability to use personal computer and software to develop spreadsheets and databases and do word processing
- Ability to initiate and complete projects and programs
- Ability to research, compile, analyze and report data clearly
- Basic knowledge of Special Education rules, regulations and processes
- Ability to diffuse and/or mediate conflict
Mental Demands/Physical Demands/Environmental Factors:
- Tools/Equipment Used: Standard office equipment including personal computer and peripherals
- Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
- Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
- Lifting: Occasional light lifting and carrying (less than 15 pounds)
- Environment: May work prolonged or irregular hours; occasional districtwide travel
- Mental Demands: Work with frequent interruptions; maintain emotional control under stress
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