Administrative Assistant I

Summary


Performs a wide variety of specialized and responsible secretarial and administrative support duties for the Superintendent; organize and coordinate office activities and communications to assist the Superintendent with assigned functional areas of responsibility.

Essential Duties & Responsibilities

1. Schedule appointments and maintain superintendent's calendar.
2. Greet visitors and respond to routine inquiries from staff and public; refer appropriate inquiries or problems to superintendent.
3. Answer incoming calls and handle questions from public, outside agencies, board of trustees, and staff.
4. Organize and manage routine work activities of the executive office.
5. Maintain physical and computerized files, including board minutes and closed session records.
6. Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms.
7. Review and distribute mail.
8. Schedule appointments and maintain superintendent's calendar.
9. Greet visitors and respond to routine inquiries from staff and public; refer appropriate inquiries or problems to superintendent.
10. Answer incoming calls and handle questions from public, outside agencies, board of trustees, and staff.
11. Organize and manage routine work activities of the executive office.
12. Maintain physical and computerized files, including board minutes and closed session records.
13. Assist with travel arrangements for board members and administrators as needed, including making hotel reservations and turning in conference registration forms.
14. Review and distribute mail.
15. Prepare and post official board agenda and records.
16. Record minutes of executive staff and board meetings as required.
17. Collect, organize, copy, and bind all materials for board meetings; distribute to board members.
18. Prepare all correspondence, memoranda, and reports for superintendent using personal computer.
19. Compile information and prepare reports as needed.
20. Distribute board materials to administrators, principals, and media.
21. Compile information from other departments and respond to requests for public information in a timely manner.
22. Performs other duties related to the position as assigned by the Supervisor.

Knowledge of: Required Knowledge & Abilities

• Modern office practices, procedures, and equipment.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• District organization, operations, policies, and objectives.
• Organization, rules, regulations, and programs related to an assigned office or function.
• Operation of a computer terminal and data entry techniques.
• Software applications used by the District, including word processing and spreadsheets.
• Financial and statistical record-keeping techniques.
• Basic budget monitoring and control.
• Telephone techniques and etiquette.
• Financial and statistical record-keeping techniques.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Interpersonal skills using tact, patience, and courtesy.

Ability to:

• Perform advanced-level secretarial duties requiring independent judgment and analysis.
• Plan, organize, and coordinate office activities and communications to relieve the supervisor of routine administrative and clerical details.
• Work independently with little direction.
• Type at an acceptable rate of speed.
• Analyze situations accurately and adopt an effective course of action.
• Compose independently or from oral instructions letters, memos, bulletins or other material.
• Read, interpret, apply and explain rules, regulations, policies, and procedures.
• Maintain records and prepare reports.
• Communicate effectively both orally and in writing.
• Meet schedules and timelines.
• Add, subtract, multiply and divide quickly and accurately.
• Establish and maintain cooperative and effective working relationships with others.

Physical Demands


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is performed while standing, sitting and/or walking.
• Requires the ability to communicate effectively using speech, close/distance vision, and hearing.
• Requires the use of hands for simple grasping and fine manipulations.
• Requires bending, squatting, crawling, climbing, and reaching.
• Requires the ability to lift, carry, and push or pull weights up to 50 pounds.
• Requires a high level of physical endurance to meet the demands of extended workdays (coverage of building activities and extra-curricular activities, etc.).
• Requires the ability to handle and balance multiple demands at the same time.

Work Environment


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in this environment is quiet to loud depending upon the activity in the particular part of the workday.

Education and/or Experiences

• Any combination that is equivalent to a high school diploma or G.E.D. Certificate as required by Kentucky law and two years of increasingly responsible secretarial and clerical experience.