Administrative Assistant

Job Description

Job Description

The job of Administrative Assistant was established for the purpose/s of providing a variety of secretarial support to assigned administrator and department; establishing and maintaining department records; coordinating assigned projects; and compiling and distributing a wide variety of material and reports.

Essential Functions include, but are not limited to:

• Compiles data (e.g. work orders, budget reports, specialized reports, personnel and attendance records, etc.) for the purpose of preparing reports or processing requests.
• Coordinates assigned projects and/or program components (e.g. proper distribution of materials to a variety of departments, arrangements for conferences, meetings, travel requirements, personnel to proctor all exit assessments, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains a variety of databases (e.g. EFinancePlus, calendars, schedules, Courseware registration, etc.) for the purpose of ensuring accuracy.
• Maintains a variety of manual and electronic documents files and records (e.g. work orders, time sheets, expense reimbursement requests, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Performs specialized tasks (e.g. light bookkeeping, recording attendance, data management, Act48/Courseware, etc.) for the purpose of completing department assignments.
• Prepares a variety of correspondence, reports and other materials (e.g. letters, memorandums, minutes, charts, periodic and ad-hoc reports, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.
• Processes a variety of documents and materials (e.g. time sheets, purchase orders, requisitions, travel reimbursements, mail, phone calls, etc.) for the purpose of disseminating information in compliance with established administrative guidelines.
• Researches assigned topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information that address school operations.
• Responds to inquiries from a variety of internal and external parties (e.g. district staff, other schools, government agencies, general public, students, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Attends department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions.

Minimum requirements:

• High school diploma or equivalent.
• Job related experience required.
• Proficient computer skills.
• Good organizational and interpersonal skills.
• Ability to handle multiple projects and follow through to completion.
• Excellent communication skills both oral and written.

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