Administrative Assistant

Administrative Department ClerkUnder moderate supervision organize and manage the routine work activities of a central administrative department office and provide clerical support to a director or department head and other staff members.QualificationsEducation/Certification:High school diploma or GEDSpecial Knowledge/Skills:Proficient skills in keyboarding, data entry, word processing, and file maintenanceAbility to use software to develop spreadsheets and databases and do word processingAbility to prioritize workflow to address the multiple needs of the supervisor or the departmentAbility to multi-task numerous complex administrative activitiesBasic math skillsEffective communication and interpersonal skillsExperience:Secretarial experience preferredMajor Responsibilities and DutiesRecords, Reports, and CorrespondencePrepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.Compile, maintain, and file all reports, records, and other documents as required.AccountingPerform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.Order and maintain inventory of office supplies and program equipment.Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.OtherAnswer and respond to incoming calls, take reliable, professional confidential messages, and route to appropriate staff by email, message note, and/or phone messages.Maintain a schedule of appointments by using district software management and make travel arrangements, including hotel, meals, and/or workshops for department staff.Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment in advance.Receive, sort, and distribute mail and other documents to department staff.Maintain confidentiality of information.Maintain the SHARS and student records data management system.Supervisory Responsibilities:None.Mental Demands/Physical Demands/Environmental Factors:Tools/Equipment Used: Standard office equipment including personal computer and peripheralsPosture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twistingMotion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reachingLifting: Occasional light lifting and carrying (less than 15 pounds)Environment: May work prolonged or irregular hours; occasional districtwide travelMental Demands: Work with frequent interruptions; maintain emotional control under stress