Administrative Assistant / ACE Program

ACE Secretary To DirectorUnder moderate supervision, organize and manage the routine work activities of a central administrative department office and provide clerical support to a director or department head and other staff members.Qualifications:High school diploma or GEDProficient skills in keyboarding, data entry, word processing, and file maintenanceAbility to use software to develop spreadsheets and databases and do word processingAbility to prioritize workflow to address the multiple needs of the supervisor or the departmentAbility to multi-task numerous complex administrative activitiesBasic math skillsEffective communication and interpersonal skillsThree years secretarial experienceMajor Responsibilities and Duties:Records, Reports, and Correspondence: Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members. Compile, maintain, and file all reports, records, and other documents as required.Accounting: Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations. Order and maintain inventory of office supplies and program equipment. Monitor and process personnel time records including leave requests and reports and submit them in accordance with district procedures.Other: Answer and respond to incoming calls, take reliable messages, and route to appropriate staff. Maintain a schedule of appointments and make travel arrangements for department staff. Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment. Receive, sort, and distribute mail and other documents to department staff. Maintain confidentiality of information. Participates and executes other duties as assigned by administration.Supervisory Responsibilities: None.Mental Demands/Physical Demands/Environmental Factors:Tools/Equipment Used: Standard office equipment including personal computer and peripheralsPosture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twistingMotion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reachingLifting: Occasional light lifting and carrying (less than 15 pounds)Environment: May work prolonged or irregular hours; occasional districtwide travelMental Demands: Work with frequent interruptions; maintain emotional control under stress