Administrative Assistant

Administrative Assistant

Under limited supervision, performs a variety of complex secretarial and administrative duties to maintain effective and efficient office operations and to assist and support a departmental member of management. Supervises the duties of assigned clerical personnel. Reports to supervisor.

Specific duties and responsibilities include ensuring that the daily, weekly, and monthly internal control documents are gathered and filed in an organized and timely manner. Schedules the supervisor's work and time; schedules appointments and meetings and makes arrangements for travel, speaking engagements, special events and related activities. Takes and transcribes dictation of various types, including correspondence, reports, notices and recommendations. Composes and prepares memos, letters and reports related to department matters, practices and procedures. Processes correspondence and other matters of a confidential nature. Conducts receptionist duties by answering the telephone, screening callers, identifying matters of priority for the supervisor's attention, and greeting, announcing or routing visitors; maintains a complex filing system, processes mail, and orders supplies. Researches, gathers and organizes pertinent data as needed from files and documents in the office or other sources for supervisor's use. Assists in preparing and maintaining the office budget. Receives and responds to inquiries and concerns from the public, and refers problems to appropriate staff person for resolution. Prepares agenda for committee meetings and notifies all involved; prepares presentation materials for meetings; takes and transcribes meeting minutes. Attends and/or makes arrangements for meetings as requested. Plans special events and coordinates special projects as assigned. Supervises duties of assigned clerical staff. Reviews the work of subordinates for completeness and accuracy; and offers advice and assistance as needed. Receives, reviews, prepares and/or submits various records and reports, including invoices, requisitions, change orders, travel forms, per diem forms, budget documents, expenditure request forms, surveys, meeting agendas and minutes, special and routine reports, employment contracts, memos, correspondence, etc. Operates a variety of equipment, such as a computer, printer, copier, fax machine, recording equipment, binding machine, calculator, and telephone. Makes arrangements for office equipment maintenance and repair as needed. Interacts and communicates with various groups and individuals, such as School Board members, Superintendent, other District administrators and staff, school administrators and staff, co-workers, subordinates, sales representatives, parents, and the general public. Complies with all federal laws, state statutes, Board policies, administrative rules, and directives.

Minimum education and training requires an Associate's degree in business administration, secretarial science or closely related field supplemented by two years of secretarial experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must be able to type rapidly and accurately.