Administrative Assistant for Special Services

Primary Purpose:

Under moderate supervision organize and manage the routine work activities of a central
administrative department office and provide clerical support to a director or department head and
other staff members.

Qualifications:

      Education/Certification:

• High school diploma or GED

      Special Knowledge/Skills:

• Proficient skills in keyboarding, data entry, word processing, and file maintenance

• Abiiity to use software to deveiop spreadsheets and databases and do word processing

• Ability to prioritize workflow to address the multiple needs of the supervisor or the department

• Ability to multi-task numerous complex administrative activities

• Basic math skills

• Effective communication and interpersonal skills
• Professional and courteous demeanor with public and co-workers
• Bilingual Preferred

Experience:

• Three years or more of advanced secretarial experience emphasizing public relations
• Prefer prior experience in executive department of public of public school district

Major Responsibilities and Duties

Records, Reports, and Correspondence

1. Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members. 
2. Compile, maintain, and upload reports, records, and other documents as required.

Accounting 

1. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process
   department purchase orders and payment authorizations.
2. Order and maintain inventory of office supplies and program equipment.
3. Monitor and process personnel time records including leave requests and reports and submit in
   accordance with district procedures.
4. Answer and respond to incoming calis, take reliable messages, and route to appropriate staff.
5. Maintain a schedule of appointments and make travel arrangements for department staff.
6. Make meeting arrangements for department activities including preparing materials, scheduling and
   setting up facilities, and arranging equipment.
7. Receive, sort, and distribute mail and other documents to department staff.
8. Maintain confidentiality of information.
9. Follow district safety protocols and emergency procedures. 
10. Demonstrates punctuality and good attendance. 
11. Complies with administrative requests and directives. 

Supervisory Responsibilities:

None.

Working Conditions:

1. Tools/Equipment Used: Standard office equipment including personal computer and peripherals
2. Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
3. Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
4. Lifting: Occasional light lifting and carrying (less than 15 pounds)
5. Environment: May work prolonged or irregular hours; occasional districtwide travel
6. Mental Demands: Work with frequent interruptions; maintain emotional control under stress

 The foregoing statement describes the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.