Administrative Assistant - Student Engagement

Minimum Salary: $44,164/Days: 224

Primary Purpose:


Under moderate supervision, organize and manage the routine work activities of a central administrative department office and provide clerical support to the director and other department staff members.

Qualifications:

Education/Certification:


High school diploma or GED

Special Knowledge/Skills:


Proficient skills in keyboarding, data entry, word processing, and file maintenance


Ability to use software to develop spreadsheets and databases and do word processing


Ability to prioritize workflow to address the multiple needs of the supervisor or the department


Ability to multi-task numerous complex administrative activities


Effective communication and interpersonal skills


Basic math skills


Understanding of and commitment to customer care principles

Experience:


Three years of secretarial experience, preferably in a public education environment

Major Responsibilities and Duties:

Records, Reports, and Correspondence


1. Prepare correspondence, forms, reports, manuals, maps, and presentations for the department head and other department staff members.


2. Compile, maintain, and file all reports, records, and other documents as required.

Accounting


3. Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.


4. Invoice and receive payment for facility rentals.


5. Order and maintain inventory of office supplies and program equipment.


6. Monitor and process personnel time records including leave requests and reports.


7. and submit in accordance with district procedures.

Other


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


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


10. Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.


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


12. Maintain confidentiality of information.


13. Follow district safety protocols and emergency procedures.


14. Perform other miscellaneous job-related duties as assigned.


15. Conduct responsibilities in accordance with customer care principles.


16. Follow district emergency procedures and safety protocols.

Supervisory Responsibilities:


None.

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 25 pounds)


Environment: May work prolonged or irregular hours; occasional district wide travel


Mental Demands: Work with frequent interruptions; maintain emotional control under stress