Administrative Assistant

Administrative Assistant

Under general supervision, perform a variety of specialized secretarial, administration, and clerical tasks to support the day-to-day operations of a school or department. Maintain clerical records, prepare correspondence, and create reports from such records. May be required to indirectly supervise other lower level clerical positions.

The Dayton Way

Essential Duties and Responsibilities:

• Support and assist in providing quality services to students, staff, administrators, board members and the community.
• Organize and complete office projects, such as the preparation and distribution of invitations and special mailings; the assembly of guides, manuals, and training materials; etc.
• Respond to inquiries from internal and external parties by phone, email, letter, and in-person for the purpose of providing information, facilitating communication among parties, and/or referring to others.
• Screen supervisor's phone calls and mail. Respond to questions and requests that can be appropriately handled at the clerical level.
• Coordinate a wide variety of programs and/or activities (e.g. classroom and site staff coverage, state testing, graduations and ceremonies, etc.) for the purpose of meeting program and/or activity requirements as assigned.
• Orient new site personnel / team members (e.g. substitutes, staff, volunteers, etc.) regarding school and district practices (e.g. keys, folders, directions, building procedures, etc.)
• Oversee the work of office staff, student assistants, volunteers, etc. to meet work demands when assigned.

Calendar and Meeting Coordination:

• Coordinate appointments for supervisor and building / department staff.
• Maintain supervisor's and department calendar of activities.
• Prepare and distribute agendas for building / department meetings in collaboration with meeting participants.
• Take, transcribe, and distribute meeting minutes.
• Coordinate and make travel arrangements for department staff as needed.
• Track, prepare, and submit travel expenses and staff reimbursements for payment.

Files and Records:

• Maintain a standardized filing system, filing processes, and record retention requirements for assigned records.
• Set confidentiality standards for department records according to federal, state, and local regulations and applicable district policy.
• Maintain records and data in computerized information systems.
• Create, distribute, and process forms to collect needed information.
• Update records and associated data as required.
• Secure records and maintain the confidentiality of all information according to district policy.

Correspondence:

• Prepare and type correspondence and reports for direct supervisor and building / department staff.
• Create routine memos and letters from general instructions.
• Review outgoing correspondence for format, spelling, punctuation, and grammar before submitting for supervisor's signature.

Reports:

• Compile data from various sources for completing assigned reports.
• Prepare statistical reports, forms, and newsletters using various software applications.
• Print, copy, and collate forms and reports as required.
• Coordinate the distribution of materials to appropriate recipients.
• Copy, collate, and bind reports, logs, agendas, and other documents for distribution.

Financial Support:

• Prepare requisitions, vouchers, budget forms, financial statements and other financial data to support building / department operations.
• Maintain detailed records to support financial transactions.
• Verify and reconcile purchase orders, warehouse stock requisitions, payment requests, and/or other treasury-related activities.
• Investigate and resolve questions regarding financial transactions in collaboration with the assigned supervisor.
• Maintain and inventory of supplies and materials to ensure item availability as needed.

HR / Payroll Matters:

• Maintain time and attendance records for the building / department.
• Process HR and payroll transactions for building / department staff as required.
• Maintain a log of planned absences for building / department staff.

Core Behaviors & Competencies:

• Coping with Stress = capable of handling interruptions to respond to urgent issues
• IT Skills = ability to use Microsoft Office, internet applications, and other software effectively in support of department duties
• Maintaining Confidentiality = ability to properly recognize and restrict confidential data to appropriate receivers of information
• Analytical Thinking = think critically and solve problems in difficult situations; capable of handling interruptions effectively; appropriately organize and prioritize work to meet HR and payroll deadlines
• Data Accuracy = Strong attention to detail in an environment with significant amounts of repetition; error-free entry and reliable audits that minimize HR and payroll errors
• Organization Skills = ability to share information in meaningful ways; able to store records for quick, accurate retrieval
• Adaptability and Flexibility = willingness to change methods and approaches as appropriate
• Customer Service = Providing a positive experience to every individual you encounter. Remaining professional in all situations. Responding to all customers in a timely manner

Qualifications:

• Must pass Federal and Ohio Bureau of Criminal Identification and Investigation background check in accordance with Ohio Administrative Code Section 3301-83-06
• Must be keyboard proficient
• Level II (2) computer skills in Microsoft Word
• Level II (2) computer skills in Microsoft Excel
• Level I (1) computer skills in Microsoft PowerPoint

Knowledge & Experience:

• Five (5) years of related experience, or an equivalent combination of education and experience
• Skilled in the use of word processing, presentation, and spreadsheet software
• Demonstrated expertise working with internet applications and online tools
• Ability to operate, service, and maintain a variety of standard office equipment

Physical Attributes/Demands:

• Ability to sit, walk, stand, bend, and reach / grab / handle objects
• Occasionally lift and/or move lightweight items up to 20 lbs.
• Ability to read and write to complete forms and reports

Work Environment:

• Regularly works in an office environment.
• Work may be subject to frequent interruptions
• Some assignments are subject to completion within strict timelines