Administrative Assistant I - Executive Director of Elementary Education

Administrative Assistant to the Executive Director of Elementary Education

Reports To: Executive Director of Elementary Education

Dept./School: Curriculum & Instruction

Duty Days: 235 Days

Wage/Hour Status: Non-Exempt

Pay Grade: P35

Date Revised: 01/2021

Primary Purpose:

Organize and manage the routine work activities of an administrative department office and provide clerical services to the Executive Director of Elementary Education.

Qualifications:

College hours, high school diploma or GED

Successful work experience in a school setting

Proficient keyboarding, word processing, and file maintenance skills

Excellent organization, communication, and interpersonal skills

Ability to self motivate

Excellent telephone and public relations skills

Flexible in work situation

Expertise in office machines including computer skills: word processing, database and graphics

Experience with budget and general bookkeeping

Work with confidential material

Basic math skills

Ability to use software programs to improve the operations and efficiency of the department

Three years of secretarial experience

Major Duties and Responsibilities:

1. Prepare correspondence, reports, agendas, memos, and other documents.
2. Compose correspondence and proof work.
3. Conduct daily telephone communication.
4. Coordinate communications with department personnel.
5. Greet and assist visitors and district personnel.
6. Maintain appointment calendar.
7. Arrange for conferences and interviews.
8. Maintain receipts.
9. Maintain filing system.
10. Organize and maintain departmental budgets.
11. Keep accurate financial records.
12. Organize and maintain records for textbook adoption.
13. Maintain physical and computerized departmental files.
14. Routine bookkeeping tasks, including simple arithmetic operations for the department.
15. Assist with the preparation of purchase orders.
16. Monitor and process personnel time records including leave requests and reports, compile information and submit to the appropriate department.
17. Maintain the confidentiality of information.
18. Prepare and create brochures for elementary programs
19. Perform all other specified duties as assigned by the Executive Director.

Supervisory Responsibilities: N/A Equipment Used: Personal computer, typewriter, printer, copier, calculator, and fax machine.

Working Conditions:

Work with frequent interruptions; maintain emotional control under stress; repetitive hand motions; occasional prolonged and irregular hours. Position requires frequent bending, stooping, twisting, pulling, overhead reaching, sitting, and keyboarding. Position requires the ability to lift 25 pounds to waist high.

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned, alternative methods of performing your duties, or skills that may be required.