Administrative Assistant to Fine Arts Department - Administration

Administrative Department Office Clerk

Minimum Salary: $44,164/Days: 224

Primary Purpose: Organize and manage the routine work activities of an administrative department office and provide clerical services to the department head and other staff members.

Qualifications:

Education/Certification: High school diploma or GED

Special Knowledge/Skills: Proficient skills in keyboarding, word processing, and file maintenance, including personal computer and software use with emphasis on spreadsheets and word documents. Effective communication and interpersonal skills. Organizational skills. Detail oriented. Ability to handle private, confidential, and sensitive information. Ability to compile and interpret data and create reports as needed. Understanding of and commitment to customer care principles.

Experience: Three years secretarial experience, preferably in a public education environment

Major Responsibilities and Duties:

Records, Reports, and Correspondence:

1. Prepare correspondence, forms, reports, etc., for the department head and other department staff members using personal computer.

2. Compile pertinent data as needed when preparing various state and local reports.

3. Maintain physical and computerized departmental files.

4. Maintain student records as needed.

Accounting:

5. Perform routine bookkeeping tasks, including simple arithmetic operations, for the department.

6. Assist with the preparation of purchase orders and payment authorizations.

7. Monitor and process personnel time records including leave requests and reports; compile information and submit to central office.

Other:

8. Answer incoming calls, take reliable messages, and route to appropriate staff.

9. Maintain a schedule of appointments and make travel arrangements for department staff.

10. Receive, sort, and distribute mail and other documents to department staff.

11. Maintain confidentiality of information.

12. Other duties as assigned.

13. Conducts responsibilities in accordance with customer care principles.

Supervisory Responsibilities: None.

Equipment Used: Personal computer, printer, calculator, copier, and fax machine.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors: Tools/Equipment Used: Standard office equipment including personal computer and peripherals. Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting. Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching. Lifting: Occasional light lifting and carrying (less than 15 pounds). Environment: May work prolonged or irregular hours; occasional districtwide travel. Mental Demands: Work with frequent interruptions; maintain emotional control under stress.