Professional Assistant III, Generic

Professional Assistant III, Generic

The Professional Assistant III is responsible for providing administrative support to the head of a major function area including schools, instructional, and operational departments. The Incumbent provides a high level of clerical support, plans meetings, and overall office management. This position responds to inquiries providing information relating to FCS policies and procedures, referring only complex inquiries to the supervisor. The Professional Assistant III is also responsible for monitoring, tracking, and reconciling budget activity in the SAP system.

Essential Duties:

• Maintains the departmental calendar to include official business, meetings, conferences, and other department events
• Processes applicable data utilizing the SAP system to include: employee data, payroll, purchasing, invoices and budget related information
• Answers telephone in a courteous and tactful manner and attempts to resolve complaints in a calm and courteous manner
• Monitors inventory of office supplies required for area of responsibility (e.g., photocopy supplies, office supplies, etc.) and orders additional materials as required within budget parameters
• Performs various clerical and secretarial support work associated with special projects such as conference and committee meeting planning
• Maintains highly confidential data utilized by the supervisor/department
• Receives and screens telephone calls, letters and/or visitors; Responds to requests and correspondence on own initiative and as directed by supervisor
• Compiles and assimilates information to prepare budgets for the District
• Identifies and provides solutions to routine business matters requiring minimum direction from the supervisor
• Prepares, types, and processes correspondence and other documents to ensure accuracy, completeness, and timeliness
• Creates, maintains, and manipulates data (e.g., spreadsheets, databases, graphics, etc.) to generate reports and to locate information found in documents, correspondence, etc
• Receives, sorts, and distributes department mail in an accurate and timely manner; Ensures that all mail received is forwarded to the appropriate person and/or destination; Collects and prepares outgoing mail for the department
• Maintains current contact list (e.g., phone numbers [office and cell], e-mail addresses, etc.) of all District personnel to ensure people are easily accessible for contact
• Schedules travel and maintain itineraries for employees within the department
• Schedules and maintains department's conference room and classrooms ensuring proper equipment is available and set up as required/requested
• Coordinates arrangements for meetings, conferences, and travel through interaction with customers, suppliers, and employees on behalf of the supervisor
• Performs other duties as assigned by the appropriate administrator

Required Education: High School Diploma or GED equivalent

Certification/Licensure: None required

Must be willing to acquire additional training as directed by manager

Experience Qualifications: Minimum of 5 years clerical/administrative experience required; Experience with SAP or other major Enterprise system is preferred

Knowledge/Skills/Abilities:

• Proficient in Microsoft Office
• Proven ability to handle confidential information
• Ability to manage multiple tasks, projects and responsibilities
• Ability to compose and compile correspondence from a variety of sources
• Ability to exercise sound judgment
• Ability to work independently
• Excellent organizational and customer service skills
• Excellent communication skills both written and verbal

Working Conditions: Normal office environment

Physical Demands: Routine physical activities of sitting, standing, and walking. May have to lift up to 10 lbs