Administrative Assistant

Administrative Assistant Director

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

High school diploma or GED

Proficient skills in keyboarding, data entry, word processing, and file maintenance Ability to use software to develop 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

Experience

3 years secretarial experience, administrative assistant experience preferred.

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 file all reports, records, and other documents as
3. Enter information related to PEIMS special education records, including detailed information related to initial referrals for special education.

Accounting

1. Perform routine bookkeeping tasks and maintain department budget Prepare and process department purchase orders and payment authorizations.
2. Order and maintain inventory of office supplies and program

Other

1. Answer and respond to incoming calls, take reliable messages, and route to appropriate
2. Maintain a schedule of appointments and make travel arrangements for department
3. Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
4. Receive, sort, and distribute mail and other documents to department
5. Maintain confidentiality of
6. Follow district safety protocols and emergency
7. Perform all other duties as assigned.

Supervisory Responsibilities

None.

Mental Demands/Physical Demands/Environmental Factors

Standard office equipment including personal computer and peripherals

Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Occasional light lifting and carrying (less than 15 pounds)

May work prolonged or irregular hours; occasional districtwide travel

Work with frequent interruptions; maintain emotional control under stress