Administrative Assistant- Building Level

Grade 3 Administrative Assistant

The job of Grade 3 School Executive Secretary/Director was established for the purpose of providing complex and confidential secretarial and administrative support to the school-site principal and other administrators as well as ongoing support for the broad array of services provided to students, parents, instructional and support employees; conveying information regarding school functions and procedures; ensuring the efficient operation of site administrative support functions; and coordinating assigned projects and site activities. This job reports to the Principal or Assigned School Site Administrator.

Essential Functions:

• Assists students, parents, staff and visitors entering the school office for the purpose of providing information, resolving immediate issues, and/or directing to appropriate personnel for resolution.
• Coordinates a wide variety of projects, functions and/or program components (e.g. orientation, open house, field trips, sporting events, assemblies, conferences, appointments, meetings, etc,) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains inventory of supplies and materials for the purpose of ensuring items' availability.
• Maintains manual and electronic documents files and records (e.g. budget data, financial records, monthly reconciliation of bank account, reports, student report cards, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Oversees the work activities within the office for the purpose of organizing assignments, training staff, monitoring progress, and ensuring completion within established guidelines.
• Prepares a variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g. notices, correspondence, bulletins, reports, newsletter, handbooks, purchase orders, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.
• Presents information on administrative procedures (e.g. site policies, procedures, timelines, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel.
• Processes a wide variety of documents and materials (e.g. student enrollments and withdrawals, work orders, requisitions, incoming/outgoing mail, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, etc.) for the purpose of making necessary arrangements for the assigned administrator.
• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.

Other Functions:

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements:

Minimum Qualifications:

Skills, Knowledge and Abilities:

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include operating standard office equipment; using pertinent software applications; and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include concepts of grammar and punctuation; basic bookkeeping principles; office management procedures; business telephone etiquette; and common office machines.

ABILITY is required to schedule a number of activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability-based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups including children; establishing and maintaining cooperative working relationships; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with constant interruptions.

Responsibility:

Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; and tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services.

Work Environment:

The majority of working hours will be spent in an office setting. Light physical activity such as walking and standing, is required on a daily basis. Some local travel to complete office errands may be required.

Experience:

Job related experience is required. Education: Targeted job related education that meets organization's prerequisite requirements. Equivalency: None Specified Certificates Licenses: None Specified Clearances: Criminal Justice Fingerprint/Background Clearance Salary Grade: 3 FLSA Status: Non-exempt (Updated 8/2023)