Administrative Assistant 5

$19.39 per hour 260 month calendar with full benefits

This position works 8 hours per day and 40 hours per week.

This institution is an equal opportunity provider.

INTERNAL APPLICANTS MUST ATTACH THEIR INTERNAL TRANSFER APPLICATION BY THE INTERNAL CLOSING DATE TO BE CONSIDERED FOR AN INTERVIEW.

POSITION SUMMARY: Supports the mission of the district by performing secretarial tasks to support the department or assigned building.

ESSENTIAL FUNCTIONS:

• In collaboration with their supervisor, makes decisions regarding sustentative issues effecting the operation of the department
• Monitors all budget expenditures ensuring proper procedures are followed for purchasing materials, equipment, and services
• Oversees general budget procedures for:

1. Departments overall budget
2. Approval of expenditures by elementary principals
3. Reimbursement requests for all supervisors' expenditures

• Checks supervisors' calendar daily; sets appointments and informs them of all changes
• Greets all callers in person and by telephone; provides timely information and refers callers to appropriate department or other administrators for assistance
• Directs and handles mail, reserving sensitive mail for the supervisor
• Logs correspondence directed to supervisor as to critical return dates
• Prepares agendas for all meetings for the supervisor
• Handles response to routine correspondence
• Maintains complex filing system of all correspondence, utilizing reserve storage facilities
• Handles complex tasks involving confidential matters in an appropriate manner
• Summarizes various statistics for inclusion in reports prepared by the supervisor or requested by the Superintendent or Board of Education
• Ensures all daily mail generated by supervisor is delivered to the post office before closing
• As directed, drafts Board of Education resolutions, motions, and presentations
• Drafts minutes of public meetings conducted by the supervisor and submits them for review and correction
• Files all the supervisors' materials keeping all updated by purging annually that which is in its third year or otherwise identified
• Compile and complete all reports assigned to the supervisors' office
• Assist Superintendent's Administrative Assistant when needed
• Performs other duties as assigned

ESSENTIAL SKILLS AND ABILITIES:

• Ability to bend, stretch and move various equipment and supplies
• Ability to climb stairs and distribute materials
• Ability to communicate effectively to the public regarding policies, procedures, and practices that can be addressed when the supervisor is not in the office
• Ability to handle multiple tasks and establish priorities
• Ability to lift 15 pounds on a routine basis
• Ability to work in a fast paced, high intensity environment requiring multi-tasking
• Thorough knowledge of office procedures and equipment

BASIC REQUIREMENTS:

• High School diploma
• Five or more years of executive level secretarial experience
• Extremely self-directed and motivated to address the tasks at hand when the supervisor is out of the office
• Computer skills including word-processing and spread sheet capabilities
• Competence in all areas of secretarial skills, such as typing, shorthand, bookkeeping, grammar, spelling, and composition of general letters of correspondence

EQUIPMENT USED:

• Standard office equipment

WORK ENVIRONMENT:

• Physical demands of handling a variety of student needs
• While performing duties of this job, the employee is regularly required to sit, talk, hear, walk, stand, and reach