Administrative Assistant

Administrative Assistant

Under limited supervision, performs a variety of complex secretarial and administrative duties to maintain effective and efficient office operations and to assist and support a departmental member of management. Supervises the duties of assigned clerical personnel. Reports to supervisor.

Specific Duties and Responsibilities Essential Functions:

• Ensures that the daily, weekly, and monthly internal control documents are gathered and filed in an organized and timely manner.
• Schedules the supervisor's work and time; schedules appointments and meetings and makes arrangements for travel, speaking engagements, special events and related activities.
• Takes and transcribes dictation of various types, including correspondence, reports, notices and recommendations.
• Composes and prepares memos, letters and reports related to department matters, practices and procedures.
• Processes correspondence and other matters of a confidential nature.
• Conducts receptionist duties by answering the telephone, screening callers, identifying matters of priority for the supervisor's attention, and greeting, announcing or routing visitors; maintains a complex filing system, processes mail, and orders supplies.
• Researches, gathers and organizes pertinent data as needed from files and documents in the office or other sources for supervisor's use.
• Assists in preparing and maintaining the office budget.
• Receives and responds to inquiries and concerns from the public, and refers problems to appropriate staff person for resolution.
• Prepares agenda for committee meetings and notifies all involved; prepares presentation materials for meetings; takes and transcribes meeting minutes.
• Attends and/or makes arrangements for meetings as requested.
• Plans special events and coordinates special projects as assigned.
• Supervises duties of assigned clerical staff.
• Reviews the work of subordinates for completeness and accuracy; and offers advice and assistance as needed.
• Receives, reviews, prepares and/or submits various records and reports, including invoices, requisitions, change orders, travel forms, per diem forms, budget documents, expenditure request forms, surveys, meeting agendas and minutes, special and routine reports, employment contracts, memos, correspondence, etc.
• Operates a variety of equipment, such as a computer, printer, copier, fax machine, recording equipment, binding machine, calculator, and telephone.
• Makes arrangements for office equipment maintenance and repair as needed.
• Interacts and communicates with various groups and individuals, such as School Board members, Superintendent, other District administrators and staff, school administrators and staff, co-workers, subordinates, sales representatives, parents, and the general public.
• Complies with all federal laws, state statutes, Board policies, administrative rules, and directives.

Additional Duties:

• Performs related duties as required.

Minimum Education and Training:

• Requires an Associate's degree in business administration, secretarial science or closely related field supplemented by two years of secretarial experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.
• Must be able to type rapidly and accurately.

Minimum Qualifications and Standards Required:

• Physical Requirements: Must be physically able to operate a variety of machines and equipment, including a computer, basic office equipment, recording equipment, telephone, etc. Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. Must be able to lift and/or carry weights of five to ten pounds.
• Data Conception: Requires the ability to compare and/or judge the readily observable functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
• Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to subordinates and receiving assignments and/or direction from supervisors.
• Language Ability: Requires the ability to read a variety of policies and procedures, professional journals, reference materials, etc. Requires the ability to enter data into the computer and prepare correspondence, narrative and numerical reports, purchase orders, etc., with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control and confidence.
• Intelligence: Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts and draw valid conclusions; to deal with several abstract and concrete variables. Requires the ability to apply influence systems in managing subordinate staff, to learn and understand relatively complex principles and techniques, to make independent judgments in absence of supervision, and to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information.
• Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow and give verbal and written instructions. Must be able to communicate effectively and efficiently with persons of varying educational backgrounds and in a variety of technical and/or professional languages.
• Numerical Aptitude: Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals and to determine time. Must be able to use practical applications of fractions, percentages, ratio and proportion.
• Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape, and visually read various information.
• Motor Coordination: Requires the ability to coordinate hands and eyes using office machinery.
• Manual Dexterity: Requires the ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, etc. Must have minimal levels of eye/hand/foot coordination.
• Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines.
• Physical Communications: Requires the ability to talk and/or hear (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear).

Performance Evaluation Criteria:

• Job Knowledge: Has thorough knowledge of the methods, procedures and policies of the District as they pertain to the performance of duties of the Administrative Assistant. Is knowledgeable in the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position. Is able to help ensure departmental compliance with all laws and regulations and control the activities of the department through effective leadership and supervision. Has considerable knowledge of the functions and interrelationships of Richland District One and other governmental agencies. Has thorough knowledge of modern office practices, procedures and of business English and arithmetic. Is able to compose letters and memoranda without dictation. Is able to take and transcribe dictation and type with speed and accuracy. Is skilled in applying a responsible attention to detail as necessary in preparing reports and correspondence. Is able to read and interpret professional, technical and financial documents and related materials pertaining to the responsibilities of the job. Has knowledge of the principles and practices of bookkeeping. Has skills in the use of computers. Knows how to operate and maintain a variety of office equipment as necessary in the performance of daily activities. Knows how to plan, organize and direct a clerical staff. Knows how to apply supervisory concepts and principles. Has the ability to offer training and assistance to co-workers and employees of other departments as required. Has the ability to offer instruction and advice to subordinates regarding departmental policies, methods and regulations. Has the ability to use independent judgment as needed in performing routine and non-routine tasks. Is able to take the initiative to complete the duties of the position without the need of direct supervision. Has a comprehensive knowledge of the terminology and various professional languages used within the department. Knows how to maintain effective relationships with personnel of other departments, professionals and members of the public through contact and cooperation. Knows how to react calmly and quickly in emergency situations. Has the ability to plan, organize and prioritize daily assignments and work activities. Has good organizational, technical and human relations skills. Has the ability to learn and utilize new skills and information to improve job performance and efficiency.
• Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with all District departments and divisions, co-workers and the public.
• Quantity of Work: Performs described "Specific Duties and Responsibilities" and related assignments efficiently and effectively in order to produce quantity of work which consistently meets standards and expectations of the District.
• Dependability: Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, District policy, standards and prescribed procedures. Remains accountable to assigned responsibilities in the technical, human and conceptual areas. Attendance: Attends and remains at work regularly and adheres to District policies and procedures regarding absence