Administrative Assistant II

Job Title

Performs intermediate skilled clerical 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 statements of 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 secretary to an Assistant Superintendent; greets visitors, answers telephone, provides information; types correspondence and related matters; prepares and maintains files and records.
• Types general correspondence, memorandum, reports, schedules, contracts, purchase orders, and other materials from rough draft, copy, marginal notes, dictation, transcriptions or verbal instruction, may use desktop publishing system.
• Maintains appointment calendar; schedules appointments and meetings to optimize time management and workflow efficiency.
• Serves as a central point of contact between the assistant superintendent and school staff, parents, board members, and community members.
• Checks and reviews a variety of data for accuracy, completeness, and conformance to established standards and procedures.
• Supports schools as needed with directions on procedures and processes (Elementary, Secondary, CTE).
• Performs accounting functions; assists with budget development, tracking and administration.
• Maintains computerized records and generates appropriate reports.
• Processes work orders and purchase orders.
• Makes arithmetical calculations; requisitions supplies and materials for department.
• Receives, sorts, and processes mail.
• May serve as secretary to site-based committees.
• Operates standard office, word processing, and data processing equipment.
• Maintains confidential information.
• Performs other duties as assigned.

Knowledge, Skills and Abilities

• Key skills include proficiency in word processing, database management, and office software, strong organizational and communication abilities, and the capacity to prioritize tasks independently
• Thorough knowledge of district programs and policies.
• Ability to make arithmetical calculations.
• Ability to meet the public effectively.
• Ability to establish and maintain effective working relationships with others.
• 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 some 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; work requires stooping, kneeling, crouching, reaching, pulling, lifting, fingering, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly, or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; visual acuity is required for preparing and analyzing written or computer data, operation of machines, and determining the accuracy and thoroughness of work. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.

Work Environment

Work is typically performed in an office setting. The worker is not subject to adverse environmental conditions.