Associate Sr Administrative

Job Overview

The Senior Administrative Associate will perform highly responsible secretarial and confidential administrative work with a purpose towards conserving the time of their leader(s) while maintaining a high level of confidentiality. The incumbent will maintain the department's monthly budgets, verify purchase orders and prepare contracts, reports and correspondence. The incumbent will also serve as the absence verifier for the department. The incumbent requires a broad knowledge of the organization and regulations affecting the school system and the ability to interact effectively with top level officials.

Position Description

Essential Duties and Responsibilities

Budget & Contract Management

• Prepare requisitions, vouchers, budget forms and other payroll and financial data and submit for supervisors' approval
• Prepare and reconcile detailed financial records and requests for payment
• Maintain monthly budget for the department
• Gather and compile data for inclusion in the yearly budget
• Process and submit requisitions and purchase orders with accuracy
• Prepare contract documents to execute agreements and submit to supervisor for approval
• Process student/financial management data

Reports & Correspondence

• Compile data for reports and gather and interpret information from appropriate sources
• Prepare reports and presentation in packets including graphs and charts
• Compile and prepare reports of financial and statistical data
• Prepare and distribute Department Newsletter
• Assist with compiling data for questionnaires
• Compose routine correspondence, newsletters and other communications

Administrative Support

• Review all outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature
• Maintain supervisor(s) calendar, coordinate meetings and conferences, scheduling time and place, and notifying attendees
• Prepare replies to general requests and routine letters on various matters for the supervisor's signature
• Screen supervisors telephone calls and mail, personally responding to those that can be handled, and forwarding the remaining to supervisor with pertinent information
• Act as the absence verifier and reconcile department absences
• Process and maintain payroll files for payroll and supplemental pay
• Verify purchase orders
• Maintain and reconcile purchases used with district credit card (P-Card)
• Serve as back-up for others as needed

Supervisory Responsibilities

• None

Qualification Requirements

To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities, required unless otherwise stated as preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions.

• Associates' degree preferred
• Minimum of 3 years Clerical/secretarial experience, preferably in an educational office environment
• Proficient in the use of computer programs such as Excel, PowerPoint, and Word
• Strong interpersonal, organizational, and communication skills, orally, in writing, and in preparing presentations
• Ability to maintain a high level of confidentiality
• Ability to make sound judgments and decisions with little or no direction
• Ability to organize, prioritize workload
• Ability to multi-task and meet deadlines
• Ability to establish and maintain successful working relationships with fellow employees, central and school-based staff and the public
• Ability to work independently and in group environment
• Demonstrated experience in general office procedures, including preparations of budget, contracts, reports and communication

Physical Requirements/Working Conditions

The work environment characteristics and physical demands 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. Work is performed in classrooms, offices, work stations and meeting rooms.

The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting/carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties. May work prolonged or irregular hours and must be able to maintain emotional control under stress.