Administrative Assistant I

Position Vacancy is in the: Auxiliary Services Department

BASIC FUNCTION

Under the direction of a District Administrator provide assistance with varied and complex secretarial and clerical support services; support the administrator of administrative and clerical detail; organize office activities and coordinate the flow of communications for the administrator assigned.

DISTINGUISHING CHARACTERISTICS

This class is distinguished from the Administrative AssistantII classification in that incumbents perform administrative assistant type duties for a portion of a division. Incumbents in the Administrative AssistantII classification perform a variety of complex and technical administrative assistance involving an entire division such as Instruction, Human Resources and Employee Relations or multiple departments of a large division such as Business. Administrative AssistantII is to also provide leadership and direction to other clerical staff in that division.

REPRESENTATIVE DUTIES

1. Organize and manage the day-to-day activities of a department office ensuring efficiency of the office operations; coordinate communications; support the administrator of administrative detail.
2. Transcribe letters and memoranda, including confidential material; compose letters independently or from oral instructions, requesting or providing information addressing routine matters unrelated to policy questions.
3. Compile reports and data for studies; assist in organizing materials for publication or special projects.
4. Check reports, records and other data for accuracy, completeness and compliance with established standards.
5. Handle incoming and outgoing phone calls. Schedule appointments and assist callers with friendly and professional customer service. This includes, but is not limited to, students, administrators, teachers, parents and others.
6. Make decisions in accordance with laws and regulations and apply them as necessary.
7. Schedule, direct and supervise tasks of additional clerical personnel as required by job assignments and workload.
8. Arrange for and send out notices of meetings; prepare agenda items; maintain records and prepare drafts of minutes for distribution to appropriate personnel.
9. Monitor department budget.
10. Open, sort and route mail for the department.
11. Maintain calendar for administrator; arrange meetings, schedule appointments, make conference/travel arrangements as requested.
12. Maintain a variety of confidential information, files and records.
13. Order, receive, inventory, store and distribute supplies and forms for department personnel.
14. Maintain confidentiality of records and information, including information regarding Board, District, personnel, pupil or controversial matters.
15. Perform other job-related work as assigned.

KNOWLEDGES AND ABILITIES

KNOWLEDGE OF

School District organization, operations, policies and objectives Applicable sections of the State Education Codes and other applicable laws Department organization, rules and programs Basic principles and practices of supervision and training Current office practices, procedures and equipment Telephone techniques and etiquette Record keeping techniques Communicate effectively both orally and in writing Interpersonal relations skills using tact, patience and courtesy

ABILITY TO

Work independently with little direction Type at 60 words per minute net from clear copy Analyze problems accurately and adopt an effective course of action Understand and follow oral and written directions Compose independently or from oral instructions letters, memos, bulletins or other material Establish and maintain effective working relationships with others Read, interpret and follow rules, regulations, policies and procedures Operate various office machines such as, calculator, copy machines and computer Make arrangements for meetings, workshops and conferences Maintain records and prepare reports Maintain a variety of filing systems Meet schedules and timelines Plan and organize work Work confidentially with discretion Communicate effectively both orally and in writing Type from transcribing equipment Attend meetings, conferences and workshops Complete work with many interruptions

EDUCATION AND EXPERIENCE

Completion of two years of college with a major in secretarial science or related business field and Three years of increasingly responsible secretarial experience #J-18808-Ljbffr Los Alamitos Unified School District