Administrative Assistant III - Preschool For All Bilingual and Biliterate in Spanish Required

Administrative Assistant III - Preschool For All

Performs a variety of time-sensitive, confidential technical and clerical tasks using moderate independent judgment in applying established practices and procedures in support of a supervisor and/or coordinator; receives and handles calls and visitors; maintains data in manual or automated systems; types a variety of forms, correspondence, and other documents; maintains departmental files; sorts and distributes mail; assists customers/clients; and performs other duties as assigned.

This is an advanced level class in the Administrative Assistant series. Incumbents perform technical and clerical duties that are widely varied and moderately complex. Incumbent works under minimal supervision and works with greater independence than incumbents at the Administrative Assistant I or II level. Incumbent may adapt procedures and processes to accomplish position requirements, and may work with confidential and/or sensitive assignments.

The Administrative Assistant III classification is distinguished from the higher level of classification of Administrative Assistant IV as the latter provides administrative and secretarial support for a school Administrator or Program Coordinator, including work of a sensitive, confidential and technical nature, and assistance with budget preparation and contracting. In contrast, the Administrative Assistant III performs work that emphasizes general technical and clerical rather than budget and contracting support, and incumbents may perform work of a sensitive or confidential nature.

Essential Job Functions:

• Performs a wide variety of moderately complex clerical work pertaining to area reception; customer service; data entry; word processing; filing; document processing; distributing/sorting mail, records, and other communications; and maintaining and updating files, records, logs.
• Answers the telephone and determines the nature of calls; routes callers to the appropriate person or takes messages as necessary; schedules appointments and meetings; greet customers/clients in a professional business-like manner, screening requests, and referring to other persons or departments, as appropriate; responds to general questions of non-technical nature from the public, both in person and over the telephone, referring them as necessary to appropriate staff.
• Demonstrates proficiency using standard office equipment, including but not limited to computer, copier, fax machine, etc.
• Assists other staff members as needed to ensure departmental processes and procedures are performed appropriately.
• Tabulates and reviews numerical or financial data; makes routine calculations.
• Answers both technical and non-technical questions pertaining to the area's functions and activities.
• Prepares, types, proof forms, letters, documents, brochures, and other documentation based on established formats, written drafts, or established procedures or instructions; prepare basic reports, tables, spreadsheets, and/or other documents.
• Compiles and maintains data and information in manual and/or automated systems.
• Initiates, reviews, updates, completes, and processes a variety of forms and documents; and verifies that information is complete in accordance with established requirements. This may include documents and processes regarding field trips and also maintenance requests.
• Provides routine support for meetings; prepares meeting room and materials; contacts participants to confirm attendance; distributes materials to participants; maintain mailing information; take and transcribe non-confidential/non-sensitive minutes, if assigned.
• Maintains a variety of files and filing systems by sorting and filing documents and records using alphabetical, index, cross reference, and other files; prepare outgoing mail for delivery; make copies of documents.
• Maintains adequate levels of office supplies; re-order or pick up supplies and materials from vendors or other departments, as necessary; complete and submit requisitions; track administrative expenses for budgetary purposes; and resolve errors in orders received and invoices.
• Participates in adapting/developing programs and office support procedures, routines, forms and record keeping systems to accomplish department's clerical responsibilities.
• Audits reports and/or records systems periodically, notifying appropriate individuals of discrepancies and correcting information as required.
• Compiles, checks, and tabulates numerical or financial data; performs data entry; makes basic mathematical calculations; answers non-technical questions pertaining to area's functions and activities; and makes summary reports.
• Coordinates logistics for meetings and workshops by making room, registration and travel arrangements as necessary. Participates in developing agendas by collecting related materials; attends meetings to record proceedings and transcribes minutes; and distributes minutes to group members.
• Demonstrates proficiency in operating word processing (including template design), databases, and other office software programs; and ability to orient/train others in this area.
• Orients, trains, and offers assistance to staff in software usage and development, technical procedures or other office procedures and coordinates clerical workflow to avoid duplication of work. Also may provide assistance in the day-to-day work activities of other clerical support staff or temporary employees.
• Creates, modifies, and utilizes templates, forms, and processes for use in reporting and/or billing information; trains administrators, supervisors, and support staff on the use of the forms, templates, and processes; and performs basic budgeting and reconciliation.
• Works as liaison between agency staff in developing and monitoring software and network systems.
• Maintains regular and timely attendance.
• Pulls reports and acquires data from multiple platforms.
• Provide oral and written communication in the designated language to students, families, and staff regarding health services, medical care plans, emergency procedures, and health education.
• Translate and/or interpret health-related information consistent with the scope of nursing practice.
• Support culturally responsive health practices by integrating linguistic and cultural knowledge into service delivery.
• Regularly utilize bilingual skills as part of assigned duties to meet student and family needs.

Essential Qualities:

1. Equity: Lead and support regional equity initiatives
2. Vision: Lead with vision, follow-through and student focus.
3. Trust: Develop trust among coworkers and students through honesty and fairness.
4. Communication: Communicate in an inclusive, effective and collaborative manner.
5. Personal Qualities: Be respectful, excel in customer service, caring, humble and courageous.
6. Agency-wide perspective: Be involved in and supportive of continuous overall improvement of MESD programs and services.

Minimum Qualifications, Skills, Abilities:

• Consistent daily attendance and punctuality.
• English usage, spelling, vocabulary, grammar, and punctuation.
• Ability to perform calculations using basic mathematics, including addition, subtraction, multiplication, division, fractions, and percentages.
• In depth knowledge of specialized office practices, procedures, and equipment appropriate for assigned responsibilities.
• Ability to interpret and apply program/department information in making work decisions or in providing information to others.
• Ability to maintain complex specialized records and prepare narrative and reports based thereon.
• Advanced proficiency in operating word processing (including template design), databases, and other office software programs; and ability to orient/train others in this area.
• Ability to work under minimal supervision and make appropriate decisions regarding work methods and priorities.
• Ability to set up and maintain varied and detailed computerized filing and record keeping systems.
• Ability to communicate effectively with customers, staff and the general public using tact, courtesy, and good judgment.
• Ability to maintain confidentiality.
• Demonstrates proficiency using computers, office equipment, and standardized business software to maintain data and prepare a variety of correspondence, forms, reports, and other documents.
• Understands and implements oral and written instructions.
• Ability to organize, research, and maintain a variety of documents, materials, and information.
• Ability to locate, identify, and correct inaccurate or incomplete information.
• Ability to prepare data, tables, and charts.
• Ability to work with accuracy and attention to detail to meet deadlines.
• Ability to learn specialized automated systems used in the department.
• Communicates effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with those contacted in the course of work.
• Understands and demonstrates office management and clerical methods and procedures.
• Understands and demonstrates the principles and practices of report writing.
• Understands and demonstrates the principles and practices of customer service.
• Demonstrates consistent ability to mult-task and work as part of a team.

Desired Qualifications, Skills, Abilities:

• Experience in public or government agencies
• Bilingual and Biliterate in Spanish
• Employees assigned to a bilingual differential position must meet District language proficiency requirements and provide language support for students, families, and staff as part of their assigned duties.
• Extensive knowledge of and significant experience working with Latinx/Latino/a/e/Hispanic communities, including a deep understanding of their diverse traditions, values, customs, and histories